Loading...
2021-02-15 - Agendas - FinalFayetteville Fa Mountain St. Fayetteville, AR 72701 4 Public Library 479.856.7000 ® questions@faylib.org faylib.org Board of Trustees February 15, 2021 4 pm AGENDA Regular Meeting, Event Center Rob Qualls, President Hershey Garner Bret Park, Vice -President Janine Parry Bryn Bagwell, Treasurer Martha Sutherland Sallie Overbey, Secretary Our mission is to strengthen our community and empower our citizens through free and public access to knowledge. I. Call to order II. Minutes: Approval of minutes from December 21, 2020 — pages 1-3 III. Reports A. Key Upcoming Events — page 4 B. Library Administration 1. Management Reports a. Performance Measures— pages 5-6 b. Strategic Plan progress through January 2021— pages 7-8 2. Financial reports a. Budget to actual through December 31, 2020 — pages 9-30 b. Balance sheet as of December 31, 2020 — pages 31-34 3. Informational a. Library expansion project update (1) Allison + Partners Observation Report #55 — page 35 -Photos: https://allarch.box.com/s/zwhuwwavzag77e6rOsugwn99vxOvlgfr (2) Allison + Partners Observation Report #56 — page 36 -Photos: https://allarch.box.com/s/491vyn25jsojotm0ifc78uu10betmizy (3) Allison + Partners Observation Report #57 — page 37 -Photos: https://allarch.box.com/s/dln6lluiufvmis82627un7iSktx3wrdz (4) Allison + Partners Observation Report #58 — page 38 -Photos: https://allarch.box.com/s/ank8xgwrawfypfrvru0t6kzwl5nhky6z (5) Allison + Partners Observation Report #59 — page 39 -Photos: https://allarch.box.com/s/dxgug0ldhb25tlxhIxafx3gfbpOpe5eh (6) Allison + Partners Observation Report #60 — page 40 -Photos: https://allarch.box.com/s/euzvmk45234egi9mgmvjxxzl9a6jbnuo Fayetteville 400 Public Library b. Request for DEI proposals c. Expansion schedule d. Fayetteville Public Library Foundation e. Art committee report f. New staff g. Rollout of OCLC Wise h. New website & new FPL app i. Pandemic response j. Bookmobile grant k. Crescent Dragonwagon I. Ed Levi apiary installation IV. Old business V. New business 401 W. Mountain St. Fayetteville, AR 72701 479.856.7000 questions@faylib.org faylib.org monthly report — pages 41-44 A. Consent items 1. Deli consulting proposal — pages 45-46 2. New app policy— pages 47-48 3. Memo for temporary increase in FTE & Fixed Assets policy revision — pages 49-54 B. Discussion items 1. Budget rollover— pages 55-58 VI. Public Comment Adjournment Board of Trustees December 21, 2020 4 pm AGENDA Regular Meeting - Event Center Trustees present: R. Qualls, B. Park, S. Overbey, B. Bagwell, J. Parry, H. Garner, M. Sutherland Staff: D. Johnson, C. Karnatz, W. Fitzgibbon, S. Palmer, C. Moody, T. Ball, S. Davis, H. Robideaux, J. Atha, C. Dennis, S. McClure, C. Dennis, S. Herrera, G. Jelinek, R. Hazelwood, P. Lopez McFatridge, A. Taylor Press: S. Ryburn, J.T. Wampler Public: M. Rice Our mission is to strengthen our community and empower our citizens through free and public access to knowledge. I. Call to order: R. Qualls called the meeting to order at 4:OOpm II. Minutes: Approval of minutes from November 30, 2020: H. Garner moved to approve the minutes from November 30, 2020. J. Parry seconded. All voted AYE. III. Board member certificate for Martha Sutherland from the City of Fayetteville IV. Reports A. Key Upcoming Events: Crafts for kids, Joey vs The Giant Crybaby, Boxed Book Society for teens. B. Library Administration 1. Management reports a. Performance measures: A combination of pandemic's influence and construction closures have made it hard to compare our statistics with previous years. Digital checkouts have been very popular during this time, with circulation remaining relatively high. b. Strategic Plan progress through November 2020: 5t" annual Turkey Giveaway at Asbell Elementary; 150 turkeys given to families and remaining 175 given to local organizations. The Halloween story time with the Mayor and C. Dragonwagon was successful. 2. Financial reports a. Budget to actual through November 30, 2020: The millage payment received in November brought FPL $85,000 nearer to the 9-yr average. Staff believes the December payment will close the gap to $120,000. Revenue from charges/services did not perform as usual, which is expected in 2020. 8.3% of year remains, with 15% of support services budget remaining. b. Balance sheet as of November 30, 2020: Everything is balanced. Cash and investments are $1.9 million, which is no significant change from last month. a. Library expansion project update (1) Allison + Partners Observation Report #51 -Photos: https:Hallarch.box.com/s/deh4ld7gevo5getm3g8622g5poImb7kw (2) Allison + Partners Observation Report #52 -Photos: https:Hallarch.box.com/s/69u2pp0lhvgu6vghfalmirh5eguwe6mm (3) Allison + Partners Observation Report #53 -Photos: https://allarch.box.com/s/dd5vo kwkiydoe63fp50kzxys49zikfg4 (4) Allison + Partners Observation Report #54 -Photos: https://allarch.box.com/s/ytzluaz4i3rlpe98xgl2huxgl50misee b. Expansion schedule: Very close to completion. The furniture vendors will return after the new year to finish placing furniture. Some delayed items will arrive after the holidays, which will make FPL finished enough to open to the public. Still waiting on a 2nd temporary certificate of occupancy. J. Parry asked about strategies to have the public in the building safely. S. Palmer explained that the library aims to open to the public on January 191", which will give construction crews time to finish final punch lists. FHS students will start their studies in the teaching kitchen on January 6t". FPL staff are following the City Board of Health for visitor and cleanliness guidelines: 200 patrons maximum, plus 100 staff members. Time -reserved tours were considered. c. Art Committee report: There are seven people who agreed to be on the Committee — M Sutherland, A. Taylor, O. Trimble, N. Callander, J. Blakinger, O. Logo, and G. Wilkes. The next step is to arrange a meeting. d. New staff and promotions: C. Moody is now the IT/AV & Innovation Director. C. Karnatz has taken on Marketing along with Development. A new manager for the Center of Innovation and a new audio engineer have been hired. By reorganizing Library Services Generalist positions, FPL saved $120,000. e. Presentation of phase 2 branding: A new type and new coloring have been applied to the library and its expansion. C. Fayetteville Public Library Foundation: monthly report: As of Dec. 16, the Capital Campaign has raised 49.8% of goal. December brought 3 new pledges, but staff anticipated the holidays would be slow. It was a big month for pledge payments: 19 came in, with 27 outright gifts. The year-end mailing to active cardholders yielded 94 new donors and donations of more than $7,000. D. Friends of the Fayetteville Public Library: meetings are still suspended. V. Old business A. Approve 2021 budget — distributed at last meeting: H. Garner moved to approve the 2021 Budget as submitted. J. Parry seconded. Discussion: B. Bagwell asked about the NEH Grant, which FPL discovered last week that they did not get. The Budget does not include the $400,000 replacement of solar panels and conditioning units, but the funds will come from a slow saving in the future. In the meantime, items will be repaired to help them last beyond their normal lifespan. The Administration budget change between 2019 and 2021 is partially because HR moved from Accounting to the Administration Department. It is also due to the insurance on both the expansion and the existing Blair building. B. Bagwell made a motion to approve the budget with Administration funds itemized more specifically and with clarification. J. Parry seconded. All voted AYE. B. Renew DOXA contract and work program for 2021: The main difference from last year's contract is that the brand refresh and a monthly retainage was a separate item. Now, monthly retainage has doubled, but it includes the brand refresh and special projects. The annual amount is less than what was spent in 2019 and is less than what is budgeted in the 2021 budget. The goal was to streamline what items were given to DOXA and accomplish certain items in-house. J. Parry moved to approve the DOXA contract and work program for 2021. H. Garner seconded. All voted AYE. 1. New business A. Consent items 1. Approve purchase of simulators for the Center for Innovation: Last month, the Board agreed to pay $200,000 for new simulators. The City of Fayetteville is giving $185,000 to FPL for technology improvements in 2021. Staff proposed using $11,834 of the City funds to pay the remaining cost of the simulators. The flight simulator will arrive on December 30t". The companies that made the simulators will certify the participant with their company. H. Garner motioned to approve the purchase of simulators. J. Parry seconded. All voted AYE. 2. Public Comment: H. Garner thanked the City and other local leaders, and stated he was grateful that they were so supportive of the library. M. Rice said he was proud of FPL and its staff. Adjournment: Meeting was adjourned at 4:55pm Key Upcoming Events Virtual: DIY Sunburst Clothespin Photo Frame Monday, February 15, 5pm Virtually join youth services to make your very own DIY sunburst clothespin photo frame. This frame will add style to your walls and make it easy to swap out old photos or mementos for new ones with the push of a clothespin. Virtual: WordPlay Writers' Club Tuesday, February 16, 4:30pm Volunteer Income Tax Assistance with CARE Community Center Fridays & Saturdays, 9:30am-3pm (by appointment) Fayetteville Public Library is partnering with CARE Community Center as a venue for free tax preparation this tax filing season. Sessions are by appointment. Per state regulations, you must wear a face covering when you interact with our volunteers and maintain a six -feet distance. Informational tax packets must be completed before your scheduled appointment. Packets are available on the CARE Community Center website or at the library's help desk. A weekly virtual meeting for young authors who are interested in honing their creative writing skills. Attendants receive writing prompts, discuss tips and share the projects Virtual: Yoga @ FPL they have been working on. Membership is free and open to Mondays starting February 22, 6pm anyone in grades 4th and up. FPL yoga is back! Virtual classes are livestreamed and taught by a team of volunteer yoga instructors, so the types of yoga Virtual: Teen Improv with Arts Live Theatre - done each week will vary. Classes are suitable for all levels Make `Em Laugh! of yoga practitioners and offer a peak into our new Art & Tuesday, February 16, 5:30pm Movement Room. Learn the short -form comedy improv skills of the professionals! Think on your feet by creating in -the -moment comedy taught by Julie Gabel and Mark Landon, improv professionals with Phunbags Comedy Improv of Arts Live Theatre. 0 Fayetteville Public Library Virtual: UA Walton Visiting Writer in Fiction Brandon Hobson Thursday, February 25, 7pm The University of Arkansas Master of Fine Arts program in creative writing and translation is proud to present the 2021-22 Walton Visiting Writer in Fiction. Acclaimed writer Brandon Hobson will present a free virtual reading of his work. Hobson is the author of the forthcoming novel "The Removed", as well as "Where the Dead Sit Talking," which was a finalist for the National Book Award. 4faylib.org / 401 W. Mountain St., Fayetteville, AR 72701 FPL Performance Report: January 2021 JAN* FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC 21 YTD 20 YTD CHANGE Circulation 77,002 0 0 0 0 0 0 0 0 0 0 0 77,002 133,407 -42.3% Ph sical Checkouts 47,496 0 0 0 0 0 0 0 0 0 0 0 47,496 107,631 -55.9% D' ital heck Uts Z3,4b4 0 q 0 0 0 0 0 0 4 4 5.5 /o Streamed Accesses 6,052 0 0 0 0 0 0 0 0 0 0 0 6,052 8,466 -28.5% Reference Queries 3,528 0 0 0 0 0 0 0 0 0 0 0 3,528 6,324 -44.2% Total Collection Size 425,694 0 0 0 0 0 0 0 0 0 0 0 425,694 393,169 8.3% Physical Collection 360,387 0 0 0 0 0 0 0 0 0 0 0 360,387 337,385 6.8% Digital Collection 26,161 0 0 0 0 0 0 0 0 0 0 0 26,161 21,603 21.1% Digital Consortia Collection* 39,146 0 0 0 0 0 0 0 0 0 0 0 39,146 34,181 14.5% Total Digital Items 65,307 0 0 0 0 0 0 0 0 0 0 0 65,307 55,784 17.1% Total Items Added 735 0 0 0 0 0 0 0 0 0 0 0 735 939 -21.7% New Card Registrations 180 0 0 0 0 0 0 0 0 0 01 0 180 471 -61.8% Cardholders 73,134 0 0 0 0 0 0 0 0 0 0 0 73,134 85,515 -14.5% Visits 14,971 0 0 0 0 0 0 0 0 0 0 0 14,971 34,820 -57.0% Library Pro rams*** 48 0 0 0 0 0 0 0 0 0 0 0 48 150 -68.0% Library attendance 150 0 0 0 0 0 0 0 0 0 0 0 150 2,203 -93.2% Outreach attendance 8 0 0 0 0 01 0 0 0 0 0 0 8 422 -98.11 Online views 3,299 0 0 0 0 0 0 0 0 0 0 0 3,299 3,298 0.0%, Meeting Room Usage 0 0 0 0 0 0 0 0 0 0 0 0 0 13 -100.0% Study Room Checkouts 0 0 0 0 0 0 0 0 01 0 0 0 0 418 -100.0% olunteefs 0 0 0 01 0 0 24241 0.4! Volunteer Hours 249 0 01 0 0 01 0 0 0 01 0 0 249 752 -66.9% Computer Sessions 0 0 0 0 0 0 0 0 0 0 0 0 0 7,526 -100.0% Holds Filled 9,838 0 0 0 0 0 0 0 0 0 0 0 9,838 5,933 65.8% eFPL Usage* 0 0 0 0 0 0 0 0 0 0 0 0 0 70.624 -100.0% Wireless Usage Bandwidth Consumed 809 0 0 0 0 0 0 0 0 0 0 0 809 1,833 -55.9% Unique Users 1,4241 0 0 0 0 0 01 0 0 0 0 0 1,424 25,220 -94.4% *This includes all e-titles available to patrons through an Arkansas Libraries Consortium. ** Some database access statistics are not available until after board ackets are printed, thus stats are incomplete. ***As of April 2020 library event attendance was virtual YTD Key Performance Measures Circulation Circulation Distribution, YTD 2021 aro, 20 YTD M 133,407 21 YTD 0 77,002 Cardholders YTD 20 YTD 21 YTD - 73,134 85,515 Wireless Bandwidth Consumed (Gigabytes) YTD 20 YTD 21 YTD 1,833 30% 62% ■ Physical Checkouts ■ Digital Checkouts ■ Streamed Accesses PROGRAMS Program Attendance OFFFRFD YTD 48 150 Library 150 attendance ' 2,203 Outreach 8 attendance 422 Online views 3,299 3,298 ■ 2021 2020 Unique Wireless Users YTD 20 YTD IF 25,220 809 21 YTD 1 1,424 0 5,000 10,000 15,000 20,000 25,000 30,000 Ci Fayetteville Public lie Library Strategic Plan Progress Report December 2020 - January 2021 Purpose: We inspire imagination and foster learning. I. Programs & Services: We offer inspiring and relevant programs and services that engage the community's curiosity, provide opportunities for education and self-improvement, and serve as the gateway to the library by addressing the diverse needs and interests of our community. a. Programs i. Partnered with the Equal Justice Initiative to publicize their scholarship essay contest; programming consists of videos promoting the contest (released in December) and an essay writing workshop which took place in January. ii. Youth Collection spotlights were produced on each collection to highlight the expansion and the new locations of things. iii. Teen Boxed Book Society had first meeting at end of January; this is a virtual book club modeled after subscription book boxes. iv. Youth virtual story times continued with 3 per week and 1 virtual craft program per week. V. Held a virtual stuffed animal lock -in with help from the Teen Advisory Board. Participants were texted photos of their new stuffed animal friends throughout the night and were able to pick them up the next day (Saturday). b. Services c. Quality Personal Library List fulfilments: 20 requests for Adult collections; 13 requests for Youth Services collections. Completed a design refresh of the program 1,000 Books Before Kindergarten." This included rebranding the program and creating new program materials. II. Access: We will build and expand the ease and convenience of the library experience through virtual and physical reach to all in the community, reflecting the FPL welcoming, convening and destination culture. a. Outreach partnerships. b. Virtual c. Physical Partnered with Arkansas Immigrant Defense to provide backpacks full of books, activities and snacks to unaccompanied minors undergoing the immigration process to receive legal status. Created virtual tours for expanded library to engage patrons who may not feel comfortable visiting in person yet and to encourage visits from people who do. Performed approximately 4269 curbside deliveries of library materials in December and January rA III. People: We create and maintain a culture of excellence by supporting and inspiring our staff, boards, and volunteers. a. Staff i. Created a series of training videos to ensure staff were ready for opening day IV. Facility: Our consumer -friendly, sustainable facility will be safe, accessible, clean and support the requirements for quality programs, services, and collections. a. Maintenance i. Completed installation of conveyor system ii. b. Safety/Security i. Refined opening and closing procedures among departments; updated emergency manual. V. Communication: We maximize ongoing communication to increase awareness of the library and understanding of its value and impact on the community. a. Operationalize brand i. Deployed new library card designs K 00 - Library Expenses Library Services Library Materials, Program Supplies 10-0-5260-00 Print BooksLibraryLibrary 10-2-5260-00 Print BooksLibrary ServiceLibrary 10-2-5265-00 E BooksLibrary Service - Library 10-2-5270-00 E Books - ConsortiumLibrary Service Library 10-2-5272-00 E Book Platform Library Service Library 10-2-5275-00 Adult & GenealogyLibrary Service Library 10-2-5280-00 Period icaIsLibrary Service Library 10-2-5285-00 Film/DVDLibrary Service Library 10-2-5287-00 AudioLibrary Service Library 10-2-5290-00 MusicLibrary Service Library 10-2-5295-00 Gaming SuppliesLibrary Service Library Total Tota I Total Expenses NET SURPLUS/(DEFICIT) Fayetteville Public Library Summarized Budget to Actual Preliminary: Subject to Audit Original In -Year Budgel 2020 Annual Budget Annual Budget Budget Adjustments Adjusted Budget Actual Remaining Remaining % $0 $0 $0 $236 ($236) 0.00 % $397,799 ($1,846) $395,953 $271,582 $124,371 31.41 % $115,324 $79,054 $194,378 $183,623 $10,755 5.53 % $6,000 $0 $6,000 $6,000 $0 0.00 % $6,000 $943 $6,943 $6,943 $1 0.01 % $0 $0 $0 $559 ($559) 0.00 % $10,000 ($2,500) $7,500 $7,379 $121 1.62 % $47,800 ($11,154) $36,646 $31,151 $5,495 14.99 % $12,500 $3,516 $16,016 $16,045 ($29) (0.18)% $3,000 ($442) $2,558 $994 $1,564 61.14 % $500 $29 $529 $529 $0 0.03 % $598,923 $67,600 $666,523 $525,039 $141,484 21.23 % $598,923 $67,600 $666,523 $525,039 $141,484 21.23 % $598,923 $67,600 $666,523 $525,039 $141,484 21.23 % ($598,923) ($67,600) ($666,523) ($525,039) $141,484 21.23 % 02/03/2021 17:15:06 9 Page 1 05 - Administration Expenses Support Services Support Services - Personnel Services 10-1-5100-05 Salaries and WagesAdministrationAdministration 10-1-5103-05 OvertimeAdministrationAdministration 10-1-5105-05 PTO (Vacation) PayAdministrationAdministration 10-1-5106-05 ESL (Sick) PayAdministrationAdministration 10-1-5109-05 Insurance - Long Term DisabiliAdministrationAdmi 10-1-5110-05 Salary Conti ngencyAd m i nistrationAdministration 10-1-5112-05 Holiday PayAdministrationAdministration 10-1-5113-05 Social Security TaxesAdministrationAdministration 10-1-5115-05 UnemploymentAdministrationAdministration 10-1-5120-05 Insurance - HealthAdministrationAdministration 10-1-5121-05 Insurance - Health Savings AccAdministrationAdmi 10-1-5122-05 Insurance - LifeAdministrationAdministration 10-1-5125-05 Insurance - AD&DAdministrationAdministration 10-1-5135-05 Retirement Saving PlanAdministrationAdministratic Total Support Services - Personnel Services Internal Library - Materials & Supplies 10-1-5200-05 Office Supplies & PrintingAdministrationAdministr+ Support Services - Materials & Supplies Internal Library - Services & Charges 10-1-5301-05 Public NotificationAdministrationAdministration 10-1-5303-05 Publications and DuesAdministrationAdministratio 10-1-5305-05 PostageAdministrationAdministration 10-1-5308-05 Equipment Rental/LeaseAdministrationAdministrat 10-1-5309-05 RentAdministrationAdministration 02/03/2021 17:15:06 Fayetteville Public Library Summarized Budget to Actual Preliminary: Subject to Audit Original In -Year Budgei 2020 Annual Budget Annual Budget Budget Adjustments Adjusted Budget Actual Remaining Remaining % $255,424 $14,770 $270,194 $259,096 $11,098 4.11 % $0 $0 $0 $147 ($147) 0.00 % $0 $0 $0 $10,212 ($10,212) 0.00 % $0 $0 $0 $668 ($668) 0.00 % $859 $96 $955 $0 $955 100.00 % $74,461 ($74,488) ($27) $0 ($27) (100.00)% $0 $0 $0 $1,128 ($1,128) 0.00 % $19,540 $2,622 $22,162 $19,813 $2,349 10.60 % $0 $0 $0 $122 ($122) 0.00 % $35,751 $3,482 $39,233 $23,466 $15,767 40.19 % $0 $0 $0 $4,326 ($4,326) 0.00 % $843 $63 $906 $1,542 ($636) (70.25)% $140 $10 $150 $150 $0 (0.28)% $25,542 $3,427 $28,969 $27,125 $1,844 6.37 % $412,560 ($50,018) $362,542 $347,795 $14,747 4.07 % $22,856 $0 $22,856 $14,709 $8,147 35.65 % $22,856 $0 $22,856 $14,709 $8,147 35.65 % $800 $0 $800 $264 $536 66.94 % $1,000 $0 $1,000 $818 $182 18.18 % $12,100 $0 $12,100 $14,698 ($2,598) (21.47)% $0 $520,000 $520,000 $523,893 ($3,893) (0.75)% $520,000 ($506,800) $13,200 $13,200 $0 0.00 % 10 Page 2 Fayetteville Public Library Summarized Budget to Actual Preliminary: Subject to Audit Original In -Year Budgel 2020 Annual Budget Annual Budget Budget Adjustments Adjusted Budget Actual Remaining Remaining % 10-1-5320-05 Insurance - BuildingAdministrationAdministration $1,900 $0 $1,900 $5,638 ($3,738) (196.71)% 10-1-5322-05 Insurance - LiabilityAdministrationAdministration $6,540 $0 $6,540 $11,057 ($4,517) (69.06)% 10-1-5335-05 Professional servicesAdministrationAdministration $0 $0 $0 $7,500 ($7,500) 0.00% 10-1-5339-05 Professional FeesAdministrationAdministration $4,000 $7,500 $11,500 $2,800 $8,700 75.65 % 10-1-5341-05 LegalAdministrationAdministration $10,000 $0 $10,000 $4,088 $5,912 59.12 % 10-1-5344-05 Contract ServicesAdministrationAdministration $1,000 $28,150 $29,150 $673 $28,477 97.69 % 10-1-5358-05 HospitalityAdministrationAdministration $1,200 $0 $1,200 $250 $950 79.17 % 10-1-5360-05 Mileage reimbursementAdministrationAdministrati $500 $0 $500 $55 $445 89.10 % 10-1-5361-05 Travel, Lodging & MealsAdministrationAdministrat $14,000 $9,000 $23,000 $8,604 $14,396 62.59 % 10-1-5375-05 Employee RecognitionAdministrationAdministratio $6,500 $5,300 $11,800 $6,409 $5,391 45.68 % 10-1-5385-05 Board & Volunteer RecognitionAdministrationAdrr $500 $0 $500 $186 $314 62.83 % Support Services - Services & Charges $580,040 $63,150 $643,190 $600,133 $43,057 6.69 % Total $1,015,456 $13,132 $1,028,588 $962,637 $65,951 6.41 % Total Expenses $1,015,456 $13,132 $1,028,588 $962,637 $65,951 6.41 % NET SURPLUS/(DEFICIT) ($1,015,456) ($13,132) ($1,028,588) ($962,637) $65,951 6.41 % 02/03/2021 17:15:06 11 Page 3 07 - Accounting Expenses Support Services Support Services - Personnel Services 10-1-5100-07 Salaries and WagesAdministrationAccounting 10-1-5103-07 OvertimeAdministrationAccounting 10-1-5105-07 PTO (Vacation) PayAdministrationAccounting 10-1-5109-07 Insurance - Long Term DisabiliAdministrationAccoi 10-1-5113-07 Social Security TaxesAdministrationAccounting 10-1-5115-07 UnemploymentAdministrationAccounting 10-1-5116-07 Workers Compensation InsuranceAdministrationA< 10-1-5120-07 Insurance - HealthAdministrationAccounting 10-1-5121-07 Insurance - Health Savings AccAdministrationAcco, 10-1-5122-07 Insurance - LifeAdministrationAccounting 10-1-5125-07 Insurance - AD&DAdministrationAccounting 10-1-5135-07 Retirement Saving PlanAdministrationAccounting 10-1-5136-07 Pension and Cafeteria AdministAdministrationAccc Total Support Services - Personnel Services Internal Library - Materials & Supplies 10-1-5200-07 Office Supplies & PrintingAdministrationAccountin 10-1-5236-07 Computer Software - ApplicatioAdministrationAcc< Support Services - Materials & Supplies Internal Library - Services & Charges 10-1-5301-07 Public NotificationAdministrationAccounting 10-1-5303-07 Subscriptions, Publications anAdministrationAccou 10-1-5340-07 AuditAdministrationAccounting 10-1-5342-07 Outside ServicesAdministrationAccounting 10-1-5344-07 Contract ServicesAdministrationAccounting 02/03/2021 17:15:06 Fayetteville Public Library Summarized Budget to Actual Preliminary: Subject to Audit Original In -Year Budgei 2020 Annual Budget Annual Budget Budget Adjustments Adjusted Budget Actual Remaining Remaining % $231,837 $20,223 $252,060 $288,690 ($36,630) (14.53)% $0 $0 $0 $6 ($6) 0.00 % $0 $0 $0 $1,705 ($1,705) 0.00 % $765 $0 $765 $0 $765 100.00 % $17,736 $285 $18,021 $18,270 ($249) (1.38)% $5,900 $0 $5,900 $252 $5,648 95.72 % $15,170 $0 $15,170 $14,568 $602 3.97 % $22,631 $0 $22,631 $16,248 $6,383 28.20 % $0 $0 $0 $1,062 ($1,062) 0.00 % $750 $0 $750 $1,704 ($954) (127.19)% $125 $0 $125 $162 ($37) (29.68)% $23,184 $375 $23,559 $17,446 $6,113 25.95 % $18,400 $0 $18,400 $18,828 ($428) (2.33)% $336,498 $20,883 $357,381 $378,941 ($21,560) (6.03)% $4,060 $0 $4,060 $1,541 $2,519 62.05 % $5,000 $0 $5,000 $1,000 $4,000 80.00 % $9,060 $0 $9,060 $2,541 $6,519 71.96 % $1,000 $0 $1,000 $0 $1,000 100.00 % $934 $0 $934 $1,251 ($317) (33.94)% $37,000 $0 $37,000 $37,088 ($88) (0.24)% $18,700 $0 $18,700 $15,048 $3,652 19.53 % $8,000 $0 $8,000 $3,905 $4,095 51.18 % 12 Page 4 Fayetteville Public Library Summarized Budget to Actual Preliminary: Subject to Audit Original In -Year Budgel 2020 Annual Budget Annual Budget Budget Adjustments Adjusted Budget Actual Remaining Remaining % 10-1-5360-07 Mileage reimbursementAdministrationAccounting $300 $0 $300 $27 $273 91.01 % 10-1-5361-07 Travel, Lodging & MealsAdministrationAccounting $3,700 $0 $3,700 $5,473 ($1,773) (47.91)% 10-1-5395-07 Bank Service ChargesAdministrationAccounting $11,000 $0 $11,000 $17,125 ($6,125) (55.69)% Support Services - Services & Charges $80,634 $0 $80,634 $79,916 $718 0.89 % Internal Library - Maintenance 10-1-5415-07 Software MaintenanceAdministrationAccounting $6,000 $0 $6,000 $11,940 ($5,940) (98.99)% Support Services - Maintenance $6,000 $0 $6,000 $11,940 ($5,940) (98.99)% Total $432,192 $20,883 $453,075 $473,338 ($20,263) (4.47)% Total Expenses $432,192 $20,883 $453,075 $473,338 ($20,263) (4.47)% NET SURPLUS/(DEFICIT) ($432,192) ($20,883) ($453,075) ($473,338) ($20,263) (4.47)% 02/03/2021 17:15:06 13 Page 5 Fayetteville Public Library Summarized Budget to Actual Preliminary: Subject to Audit Original In -Year Budgel 2020 Annual Budget Annual Budget Budget Adjustments Adjusted Budget Actual Remaining Remaining % 10 - Adult & Reference Services Expenses Library Services Personnel Services 10-2-5100-10 Salaries and WagesLibrary ServiceAdult & Referen $570,380 $11,806 $582,186 $499,826 $82,360 14.15 % 10-2-5103-10 OvertimeLibrary ServiceAdult & Referen $0 $0 $0 $1,499 ($1,499) 0.00 % 10-2-5105-10 PTO (Vacation) PayLibrary ServiceAdult & Referen $0 $0 $0 $33,502 ($33,502) 0.00 % 10-2-5106-10 ESL (Sick) PayLibrary ServiceAdult & Referen $0 $0 $0 $9,223 ($9,223) 0.00 % 10-2-5109-10 Insurance - long Term DisabiliLibrary ServiceAdult $1,672 $0 $1,672 $0 $1,672 100.00 % 10-2-5112-10 Holiday PayLibrary ServiceAdult & Referen $0 $0 $0 $13,162 ($13,162) 0.00 % 10-2-5113-10 Social Security TaxesLibrary ServiceAdult & Referer $43,634 $903 $44,537 $38,494 $6,043 13.57 % 10-2-5115-10 UnemploymentLibrary ServiceAdult & Referen $0 $0 $0 $622 ($622) 0.00 % 10-2-5120-10 Insurance - HealthLibrary ServiceAdult & Referen $78,279 $0 $78,279 $66,081 $12,198 15.58 % 10-2-5121-10 Insurance - Health Savings AccLibrary ServiceAdult $0 $0 $0 $4,892 ($4,892) 0.00 % 10-2-5122-10 Insurance - LifeLibrary ServiceAdult & Referen $1,633 $0 $1,633 $3,068 ($1,435) (87.90)% 10-2-5125-10 Insurance - AD&DLibrary ServiceAdult & Referen $273 $0 $273 $319 ($46) (16.78)% 10-2-5135-10 Retirement Saving PlanLibrary ServiceAdult & Refe $53,056 $1,181 $54,237 $51,260 $2,977 5.49 % Total $748,927 $13,890 $762,817 $721,948 $40,869 5.36 % Library Materials, Program Supplies 10-2-5200-10 Office Supplies & Printing Library ServiceAdult & RE $4,679 $2,160 $6,839 $8,639 ($1,800) (26.31)% 10-2-5209-10 Programming Materials & SuppliLibrary ServiceAdt $9,000 $7,400 $16,400 $6,859 $9,541 58.18 % 10-2-5210-10 Food & Catering for EventsLibrary ServiceAdult & 1 $2,450 ($2,160) $290 $289 $1 0.44 % Total $16,129 $7,400 $23,529 $15,786 $7,743 32.91 % Program Services 10-2-5303-10 Publications and DuesLibrary ServiceAdult & Re $450 $0 $450 $211 $239 53.01 % 10-2-5350-10 Programming ServicesLibraryServiceAdult & Ri $28,050 ($6,900) $21,150 $8,681 $12,469 58.95 % 10-2-5355-10 Distinguished Author Fee RFS RLibrary Servicep $30,000 $0 $30,000 $7,500 $22,500 75.00 % 10-2-5361-10 Travel, Lodging & MealsLibraryServiceAdult & $500 ($500) $0 $0 $0 0.00 % 02/03/2021 17:15:06 14 Page 6 Total Patron Focuesed - Services & Charges Tota I Total Expenses NET SURPLUS/(DEFICIT) Fayetteville Public Library Summarized Budget to Actual Preliminary: Subject to Audit Original In -Year Budgel 2020 Annual Budget Annual Budget Budget Adjustments Adjusted Budget Actual Remaining Remaining % $59,000 ($7,400) $51,600 $16,393 $35,207 68.23 % $824,056 $13,890 $837,946 $754,127 $83,819 10.00 % $824,056 $13,890 $837,946 $754,127 $83,819 10.00 % ($824,056) ($13,890) ($837,946) ($754,127) $83,819 10.00 % 02/03/2021 17:15:06 15 Page 7 15 - Circulation Expenses Library Services Personnel Services 10-2-5100-15 Salaries and WagesLibrary ServiceCirculation 10-2-5103-15 OvertimeLibrary ServiceCirculation 10-2-5105-15 PTO (Vacation) PayLibrary ServiceCirculation 10-2-5106-15 ESL (Sick) PayLibrary ServiceCirculation 10-2-5109-15 Insurance - long Term Disabilil-ibrary ServiceCirculz 10-2-5112-15 Holiday PayLibrary ServiceCirculation 10-2-5113-15 Social Security TaxesLibrary ServiceCirculation 10-2-5115-15 UnemploymentLibrary ServiceCirculation 10-2-5120-15 Insurance - HealthLibrary ServiceCirculation 10-2-5121-15 Insurance - Health Savings AccLibrary ServiceCircul 10-2-5122-15 Insurance - LifeLibrary ServiceCirculation 10-2-5125-15 Insurance - AD&DLibrary ServiceCirculation 10-2-5135-15 Retirement Saving PlanLibrary ServiceCirculation Total Library Materials, Program Supplies 10-2-5200-15 Office Supplies & Printing Library ServiceCirculatior 10-2-5202-15 Tech SuppliesLibrary ServiceCirculation 10-2-5225-15 Repair Parts and Damaged Repairs Library Service( 10-2-5226-15 Merchandise for ResaleLibrary ServiceCirculation 10-2-5255-15 Circulating EquipmentLibrary ServiceCirculation Total Program Services 10-2-5303-15 Subscriptions, Publications anLibrary ServiceCir 10-2-5335-15 Professional servicesLibrary ServiceCirculation 02/03/2021 17:15:06 Fayetteville Public Library Summarized Budget to Actual Preliminary: Subject to Audit Original In -Year Budgel 2020 Annual Budget Annual Budget Budget Adjustments Adjusted Budget Actual Remaining Remaining % $524,254 $10,956 $535,210 $359,703 $175,507 32.79 % $0 $0 $0 $843 ($843) 0.00 % $0 $0 $0 $20,388 ($20,388) 0.00 % $0 $0 $0 $7,629 ($7,629) 0.00 % $807 $0 $807 $0 $807 100.00 % $807 $0 $807 $11,473 ($10,666) (1,321.63)% $40,105 $838 $40,943 $29,886 $11,057 27.01 % $0 $0 $0 $459 ($459) 0.00 % $33,494 $0 $33,494 $18,137 $15,357 45.85 % $0 $0 $0 $4,422 ($4,422) 0.00 % $792 $0 $792 $1,460 ($668) (84.31)% $68 $0 $68 $161 ($93) (137.00)% $24,440 $569 $25,009 $24,982 $27 0.11 % $624,767 $12,363 $637,130 $479,542 $157,588 24.73 % $9,000 $0 $9,000 $4,661 $4,339 48.21 % $3,800 $0 $3,800 $1,331 $2,469 64.97 % $4,225 $0 $4,225 $1,221 $3,004 71.10 % $1,250 $0 $1,250 $556 $694 55.50 % $300 $0 $300 $254 $46 15.26 % $18,575 $0 $18,575 $8,024 $10,551 56.80 % $3,150 $0 $3,150 $3,060 $90 2.86 % $4,800 $0 $4,800 $1,848 $2,952 61.50 % 16 Page 8 Fayetteville Public Library Summarized Budget to Actual Preliminary: Subject to Audit Original In -Year Budgel 2020 Annual Budget Annual Budget Budget Adjustments Adjusted Budget Actual Remaining Remaining % 10-2-5346-15 Drop Box ServicesLibrary ServiceCirculation $11,566 $0 $11,566 $11,606 ($40) (0.35)% 10-2-5360-15 Mileage reimbursementLibrary ServiceCirculati( $250 $0 $250 $0 $250 100.00 % 10-2-5361-15 Travel, Lodging & MealsLibrary ServiceCirculati $4,080 $0 $4,080 $0 $4,080 100.00 % Total Patron Focuesed - Services & Charges $23,846 $0 $23,846 $16,514 $7,332 30.75 % Total $667,188 $12,363 $679,551 $504,080 $175,471 25.82 % Total Expenses $667,188 $12,363 $679,551 $504,080 $175,471 25.82 % NET SURPLUS/(DEFICIT) ($667,188) ($12,363) ($679,551) ($504,080) $175,471 25.82 % 02/03/2021 17:15:06 17 Page 9 Fayetteville Public Library Summarized Budget to Actual Preliminary: Subject to Audit Original In -Year Budgei 2020 Annual Budget Annual Budget Budget Adjustments Adjusted Budget Actual Remaining Remaining % 20 - Marketing Expenses Support Services Support Services - Personnel Services 10-1-5100-20 Salaries and WagesAdministrationDevelopment & $135,782 $1,275 $137,057 $99,109 $37,948 27.69 % 10-1-5103-20 OvertimeAdministrationDevelopment & M $0 $0 $0 $307 ($307) 0.00 % 10-1-5105-20 PTO (Vacation) PayAd ministration Development & 1 $0 $0 $0 $3,557 ($3,557) 0.00 % 10-1-5106-20 ESL (Sick) PayAd m i nistration Development & M $0 $0 $0 $1,713 ($1,713) 0.00 % 10-1-5109-20 Insurance - long Term DisabiliAdministrationDeveh $407 $0 $407 $0 $407 100.00 % 10-1-5112-20 Holiday PayAdministrationMarketing $407 $0 $407 $1,874 ($1,467) (360.36)% 10-1-5113-20 Social Security TaxesAd ministration Development 8 $10,387 $98 $10,485 $7,436 $3,049 29.08 % 10-1-5115-20 U nemploymentAdministration Development & M $0 $0 $0 $49 ($49) 0.00 % 10-1-5120-20 Insurance - HealthAd ministration Development & N $16,758 $0 $16,758 $6,459 $10,299 61.46 % 10-1-5121-20 Insurance - Health Savings AccAdministrationDeve $0 $0 $0 $1,487 ($1,487) 0.00 % 10-1-5122-20 Insurance - LifeAd ministration Development & M $400 $0 $400 $482 ($82) (20.57)% 10-1-5125-20 Insurance - AD&DAdministrationDevelopment & N $34 $0 $34 $53 ($19) (54.65)% 10-1-5135-20 Retirement Saving PlanAdministrationDevelopmen $12,330 $128 $12,458 $4,509 $7,949 63.81 % Total Support Services - Personnel Services $176,505 $1,501 $178,006 $127,034 $50,972 28.64 % Internal Library - Materials & Supplies 10-1-5200-20 Office Supplies & PrintingAdministrationDevelopm $4,430 $0 $4,430 $323 $4,107 92.71 % 10-1-5201-20 Small Tools & Equi pmentAdministration Marketing $0 $0 $0 $249 ($249) 0.00 % 10-1-5209-20 Programming Materials & SuppliAdministrationDe, $1,000 $0 $1,000 $45 $955 95.46 % 10-1-5240-20 Signs and Sign MaterialsAdministrationDevelopme $1,500 $650 $2,150 $1,523 $627 29.18 % Support Services - Materials & Supplies $6,930 $650 $7,580 $2,140 $5,440 71.77 % Internal Library - Services & Charges 10-1-5301-20 Public NotificationAdministrationDevelopment & IN $17,350 $0 $17,350 $8,083 $9,267 53.41 % 10-1-5303-20 Publications and DuesAdministrationDevelopment $2,945 $0 $2,945 $2,168 $778 26.40 % 10-1-5335-20 Professional servicesAd ministration Development 8 $0 $0 $0 $13,642 ($13,642) 0.00 % 02/03/2021 17:15:06 18 Page 10 10-1-5339-20 Professional FeesAdministration Development & M 10-1-5344-20 Contract ServicesAdministrationDevelopment & M 10-1-5360-20 Mileage reimbursementAdministrationDevelopmer Support Services - Services & Charges Tota I Total Expenses NET SURPLUS/(DEFICIT) Fayetteville Public Library Summarized Budget to Actual Preliminary: Subject to Audit Original In -Year Budgel 2020 Annual Budget Annual Budget Budget Adjustments Adjusted Budget Actual Remaining Remaining % $5,000 $39,000 $44,000 $6,134 $37,866 86.06 % $22,750 $0 $22,750 $32,218 ($9,468) (41.62)% $250 $0 $250 $0 $250 100.00 % $48,295 $39,000 $87,295 $62,244 $25,051 28.70 % $231,730 $41,151 $272,881 $191,419 $81,462 29.85 % $231,730 $41,151 ($231,730) ($41,151) $272,881 $191,419 $81,462 29.85 % ($272,881) ($191,419) $81,462 29.85 % 02/03/2021 17:15:06 19 Page 11 25 - Facilities Expenses Support Services Support Services - Personnel Services 10-1-5100-25 Salaries and WagesAdministrationFacilities 10-1-5103-25 OvertimeAdministrationFacilities 10-1-5105-25 PTO (Vacation) PayAdministrationFacilities 10-1-5106-25 ESL (Sick) PayAdministrationFacilities 10-1-5108-25 Temporary Labor AgencyAdministration Facilities 10-1-5109-25 Insurance - long Term DisabiliAdministrationFaciliti 10-1-5112-25 Holiday PayAdministrationFacilities 10-1-5113-25 Social Security TaxesAd ministration Facilities 10-1-5115-25 U nemploymentAdministration Facilities 10-1-5120-25 Insurance - HealthAd ministration Facilities 10-1-5121-25 Insurance - Health Savings AccAdministrationFacili 10-1-5122-25 Insurance - LifeAdministrationFacilities 10-1-5125-25 Insurance - AD&DAdministrationFacilities 10-1-5135-25 Retirement Saving PlanAdministrationFacilities Total Support Services - Personnel Services Internal Library - Materials & Supplies 10-1-5200-25 Office Supplies & PrintingAdministrationFacilities 10-1-5201-25 Small Tools & Equi pmentAdministration Facilities 10-1-5203-25 Medical SuppliesAdministrationFacilities 10-1-5210-25 Food & Catering for EventsAdministration Facilities 10-1-5211-25 Kitchen SmallwaresAdministrationFacilities 10-1-5218-25 Cleaning SuppliesAdministrationFacilities 10-1-5224-25 Landscape MaterialsAdministrationFacilities 10-1-5230-25 Computer Hardware SuppliesAdministrationFaciliti 10-1-5236-25 Computer Software - ApplicatioAdministrationFacil 02/03/2021 17:15:06 Fayetteville Public Library Summarized Budget to Actual Preliminary: Subject to Audit Original In -Year Budgei 2020 Annual Budget Annual Budget Budget Adjustments Adjusted Budget Actual Remaining Remaining % $395,751 $8,830 $404,581 $344,764 $59,817 14.78 % $0 $0 $0 $9,018 ($9,018) 0.00 % $0 $0 $0 $21,856 ($21,856) 0.00 % $0 $0 $0 $8,292 ($8,292) 0.00 % $0 $25,000 $25,000 $0 $25,000 100.00 % $1,217 $0 $1,217 $0 $1,217 100.00 % $0 $0 $0 $9,983 ($9,983) 0.00 % $30,275 $675 $30,950 $26,541 $4,409 14.25 % $0 $0 $0 $473 ($473) 0.00 % $64,949 $0 $64,949 $54,167 $10,782 16.60 % $0 $0 $0 $7,253 ($7,253) 0.00 % $105 $0 $105 $2,143 ($2,038) (1,941.01)% $1,195 $0 $1,195 $240 $955 79.91 % $36,891 $883 $37,774 $32,393 $5,381 14.25 % $530,383 $35,388 $565,771 $517,122 $48,649 8.60 % $3,000 $0 $3,000 $1,785 $1,215 40.49 % $6,000 $21,700 $27,700 $29,257 ($1,557) (5.62)% $6,000 $0 $6,000 $592 $5,408 90.13 % $4,500 $0 $4,500 $5,613 ($1,113) (24.73)% $0 $145,000 $145,000 $56,763 $88,237 60.85 % $31,000 $0 $31,000 $27,932 $3,068 9.90 % $0 $0 $0 $212 ($212) 0.00 % $0 $0 $0 $345 ($345) 0.00 % $3,340 $0 $3,340 $1,655 $1,685 50.44 % 20 Page 12 10-1-5240-25 Signs and Sign MaterialsAdministrationFacilities Support Services - Materials & Supplies Internal Library - Services & Charges 10-1-5303-25 Subscriptions, Publications anAdministrationFaciliti 10-1-5308-25 Equipment Rental/LeaseAdministrationFacilities 10-1-5309-25 RentAdministrationFacilities 10-1-5312-25 Natural GasAdministrationFacilities 10-1-5314-25 ElectricityAd ministration Facilities 10-1-5316-25 Municipal WaterAdministrationFacilities 10-1-5318-25 Other Utility ExpenseAdministrationFacilities 10-1-5325-25 Equipment Rental/LeaseAdministrationFacilities 10-1-5335-25 Professional servicesAd ministration Facilities 10-1-5342-25 Outside ServicesAdministrationFacilities 10-1-5344-25 Contract ServicesAdministrationFacilities 10-1-5359-25 Mileage reimbursementAdministrationFacilities 10-1-5360-25 Mileage reimbursementAdministrationFacilities 10-1-5361-25 Travel, Lodging & MealsAdministrationFacilities 10-1-5368-25 Event CostAdministrationFacilities 10-1-5390-25 Uniform ExpensesAdministrationFacilities Support Services - Services & Charges Internal Library - Maintenance 10-1-5401-25 Building MaintenanceAdministrationFacilities 10-1-5405-25 Landscape MaintenanceAdministrationFacilities 10-1-5410-25 Equipment MaintenanceAdministrationFacilities 10-1-5415-25 Software MaintenanceAdministrationFacilities Support Services - Maintenance Tota I Fayetteville Public Library Summarized Budget to Actual Preliminary: Subject to Audit Original In -Year Budgei 2020 Annual Budget Annual Budget Budget Adjustments Adjusted Budget Actual Remaining Remaining % $1,000 $0 $1,000 $0 $1,000 100.00 % $54,840 $166,700 $221,540 $124,155 $97,385 43.96 % $400 $0 $400 $150 $250 62.50 % $0 $35,000 $35,000 $19,485 $15,515 44.33 % $0 $0 $0 $9,220 ($9,220) 0.00 % $36,400 ($15,000) $21,400 $18,355 $3,045 14.23 % $151,300 ($40,000) $111,300 $106,289 $5,011 4.50 % $32,500 ($20,000) $12,500 $10,337 $2,163 17.30 % $1,000 $0 $1,000 $12,551 ($11,551) (1,155.06)% $0 $0 $0 $2,218 ($2,218) 0.00 % $400 $0 $400 $2,790 ($2,390) (597.50)% $0 $0 $0 $1,723 ($1,723) 0.00 % $64,200 $10,000 $74,200 $44,237 $29,963 40.38 % $0 $0 $0 $184 ($184) 0.00 % $3,500 $0 $3,500 $392 $3,108 88.80 % $25,650 $0 $25,650 $0 $25,650 100.00 % $5,500 $0 $5,500 $0 $5,500 100.00 % $6,800 $0 $6,800 $8,743 ($1,943) (28.58)% $327,650 ($30,000) $297,650 $236,674 $60,976 20.49 % $89,991 $0 $89,991 $19,417 $70,574 78.42 % $3,500 $0 $3,500 $0 $3,500 100.00 % $6,600 $0 $6,600 $697 $5,903 89.44 % $0 $0 $0 $3 ($3) 0.00 % $100,091 $0 $100,091 $20,117 $79,974 79.90 % $1,012,964 $172,088 $1,185,052 $898,069 $286,983 24.22 % 02/03/2021 17:15:06 21 Page 13 Fayetteville Public Library Summarized Budget to Actual Preliminary: Subject to Audit Original In -Year Budgel 2020 Annual Budget Annual Budget Budget Adjustments Adjusted Budget Actual Remaining Remaining % Capital Reinvestment 10-1-5810-25 Computer & Technological EquipAdministrationFai $1,200 $0 $1,200 $1,336 ($136) (11.33)% 10-1-5870-25 Furniture & Equipment (less thAdministrationFacili $10,000 $0 $10,000 $5,740 $4,260 42.60 % Total Capital Reinvestment & Depreciation $11,200 $0 $11,200 $7,076 $4,124 36.82 % Total Expenses $1,024,164 $172,088 $1,196,252 $905,144 $291,108 24.34 % NET SURPLUS/(DEFICIT) ($1,024,164) ($172,088) ($1,196,252) ($905,144) $291,108 24.34 % 02/03/2021 17:15:06 22 Page 14 30 - Information Technology Expenses Support Services Support Services - Personnel Services 10-1-5100-30 Salaries and WagesAdministrationlnformation Tec 10-1-5103-30 OvertimeAdministrationlnformation Tec 10-1-5105-30 PTO (Vacation) PayAdministrationlnformation Tec 10-1-5106-30 ESL (Sick) PayAdministrationlnformation Tec 10-1-5109-30 Insurance - long Term DisabiliAdministrationlnforn 10-1-5112-30 Holiday PayAdministrationlnformation Tec 10-1-5113-30 Social Security TaxesAd ministration Information Tec 10-1-5115-30 UnemploymentAdministrationlnformation Tec 10-1-5120-30 Insurance - HealthAd ministration Information Tec 10-1-5121-30 Insurance - Health Savings AccAdministrationlnfori 10-1-5122-30 Insurance - LifeAdministrationlnformation Tec 10-1-5125-30 Insurance - AD&DAdministrationlnformation Tec 10-1-5135-30 Retirement Saving PlanAdministrationlnformation Total Support Services - Personnel Services Internal Library - Materials & Supplies 10-1-5200-30 Office Supplies & PrintingAdministrationlnformatic 10-1-5201-30 Small Tools & EquipmentAdministrationlnformatio 10-1-5230-30 Computer Hardware SuppliesAdministrationlnform 10-1-5236-30 Computer Software - ApplicatioAdministrationlnfo Support Services - Materials & Supplies Internal Library - Services & Charges 10-1-5303-30 Subscriptions, Publications anAdministrationlnforn 10-1-5310-30 Telephone/BroadbandAdministrationlnformation T 10-1-5339-30 Professional FeesAdministrationlnformation Tec 02/03/2021 17:15:06 Fayetteville Public Library Summarized Budget to Actual Preliminary: Subject to Audit Original In -Year Budgei 2020 Annual Budget Annual Budget Budget Adjustments Adjusted Budget Actual Remaining Remaining % $350,419 $23,413 $373,832 $303,190 $70,642 18.90 % $0 $0 $0 $1,113 ($1,113) 0.00 % $0 $0 $0 $19,897 ($19,897) 0.00 % $0 $0 $0 $8,372 ($8,372) 0.00 % $1,073 $0 $1,073 $0 $1,073 100.00 % $0 $0 $0 $4,547 ($4,547) 0.00 % $26,807 $1,791 $28,598 $24,791 $3,807 13.31 % $0 $0 $0 $332 ($332) 0.00 % $31,604 $0 $31,604 $24,064 $7,540 23.86 % $0 $0 $0 $5,137 ($5,137) 0.00 % $1,045 $0 $1,045 $1,889 ($844) (80.73)% $91 $0 $91 $194 ($103) (112.78)% $32,500 $734 $33,234 $32,214 $1,020 3.07 % $443,539 $25,938 $469,477 $425,739 $43,738 9.32 % $1,000 $0 $1,000 $348 $652 65.18 % $0 $0 $0 $524 ($524) 0.00 % $0 $35,307 $35,307 $42,310 ($7,003) (19.83)% $1,975 $0 $1,975 $35,742 ($33,767) (1,709.70)% $2,975 $35,307 $38,282 $78,923 ($40,641) (106.16)% $0 $0 $0 $1,969 ($1,969) 0.00 % $51,800 $0 $51,800 $48,561 $3,239 6.25 % $0 $75,000 $75,000 $50,062 $24,938 33.25 % 23 Page 15 Fayetteville Public Library Summarized Budget to Actual Preliminary: Subject to Audit Original In -Year Budgel 2020 Annual Budget Annual Budget Budget Adjustments Adjusted Budget Actual Remaining Remaining % 10-1-5344-30 Contract ServicesAdministrationlnformation Tec $20,000 $0 $20,000 $16,182 $3,818 19.09 % 10-1-5361-30 Travel, Lodging & MealsAdministrationlnformation $13,800 $0 $13,800 $4,460 $9,340 67.68 % Support Services - Services & Charges $85,600 $75,000 $160,600 $121,234 $39,366 24.51 % Internal Library - Maintenance 10-1-5410-30 Equipment MaintenanceAdministrationlnformatior $58,868 $0 $58,868 $60,775 ($1,907) (3.24)% 10-1-5415-30 Software MaintenanceAdministrationlnformation T $134,884 $35,000 $169,884 $108,168 $61,716 36.33 % 10-1-5420-30 Computer Equipment MaintenanceAdministrationl $0 $0 $0 $21,858 ($21,858) 0.00 % Support Services - Maintenance $193,752 $35,000 $228,752 $190,802 $37,950 16.59 % Total $725,866 $171,245 $897,111 $816,698 $80,413 8.96 % Capital Reinvestment 10-1-5810-30 Computer & Technological EquipAdministrationlnf $93,550 $304,681 $398,231 $103,944 $294,287 73.90 % Total Capital Reinvestment & Depreciation $93,550 $304,681 $398,231 $103,944 $294,287 73.90 % Total Expenses $819,416 $475,926 $1,295,342 $920,642 $374,700 28.93 % NET SURPLUS/(DEFICIT) ($819,416) ($475,926) ($1,295,342) ($920,642) $374,700 28.93 % 02/03/2021 17:15:06 24 Page 16 Fayetteville Public Library Summarized Budget to Actual Preliminary: Subject to Audit Original In -Year Budgel 2020 Annual Budget Annual Budget Budget Adjustments Adjusted Budget Actual Remaining Remaining % 40 - Technical Services Expenses Library Services Personnel Services 10-2-5100-40 Salaries and WagesLibrary ServiceTechnical Servi $249,843 ($11,523) $238,320 $219,374 $18,946 7.95 % 10-2-5103-40 OvertimeLibrary ServiceTechnical Servi $0 $0 $0 $71 ($71) 0.00 % 10-2-5105-40 PTO (Vacation) PayLibrary ServiceTechnical Servi $0 $0 $0 $7,456 ($7,456) 0.00 % 10-2-5106-40 ESL (Sick) PayLibrary ServiceTechnical Servi $0 $0 $0 $3,065 ($3,065) 0.00 % 10-2-5109-40 Insurance - long Term Disabilil-ibrary ServiceTechni $773 $0 $773 $0 $773 100.00 % 10-2-5112-40 Holiday PayLibrary ServiceTechnical Servi $0 $0 $0 $4,086 ($4,086) 0.00 % 10-2-5113-40 Social Security TaxesLibrary ServiceTechnical Servi $19,113 $373 $19,486 $17,065 $2,421 12.42 % 10-2-5115-40 UnemploymentLibrary ServiceTechnical Servi $0 $0 $0 $211 ($211) 0.00 % 10-2-5120-40 Insurance - HealthLibrary ServiceTechnical Servi $23,421 $0 $23,421 $17,598 $5,823 24.86 % 10-2-5121-40 Insurance - Health Savings AccLibrary ServiceTechr $0 $0 $0 $2,483 ($2,483) 0.00 % 10-2-5122-40 Insurance - LifeLibrary ServiceTechnical Servi $703 $0 $703 $1,391 ($688) (97.91)% 10-2-5125-40 Insurance - AD&DLibrary ServiceTechnical Servi $67 $0 $67 $149 ($82) (123.09)% 10-2-5135-40 Retirement Saving PlanLibrary ServiceTechnical Ser $23,434 $488 $23,922 $18,038 $5,884 24.60 % Total $317,354 ($10,662) $306,692 $290,987 $15,706 5.12 % Library Materials, Program Supplies 10-2-5200-40 Office Supplies & Printing Library ServiceTechnical : $3,600 $0 $3,600 $3,468 $132 3.68 % 10-2-5202-40 Tech SuppliesLibrary ServiceTechnical Servi $18,000 $7,388 $25,388 $20,904 $4,484 17.66 % 10-2-5233-40 Computer Software - Cataloging Library ServiceTec $21,600 ($6,000) $15,600 $11,065 $4,535 29.07 % 10-2-5260-40 Print BooksLibrary ServiceTechnical Servi $0 $0 $0 $220 ($220) 0.00 % Total $43,200 $1,388 $44,588 $35,656 $8,932 20.03 % Program Services 10-2-5303-40 Publications and DuesLibrary ServiceTechnical ! $300 $0 $300 $0 $300 100.00 % 10-2-5361-40 Travel, Lodging & MealsLibrary ServiceTechnici $3,100 ($1,388) $1,712 $1,338 $374 21.82 % Total Patron Focuesed - Services & Charges $3,400 ($1,388) $2,012 $1,338 $674 33.48 % 02/03/2021 17:15:06 25 Page 17 Fayetteville Public Library Summarized Budget to Actual Preliminary: Subject to Audit Original In -Year Budgel 2020 Annual Budget Annual Budget Budget Adjustments Adjusted Budget Actual Remaining Remaining % Total $363,954 ($10,662) $353,292 $327,981 $25,311 7.16 % Total Expenses $363,954 ($10,662) $353,292 $327,981 $25,311 7.16 % NET SURPLUS/(DEFICIT) ($363,954) $10,662 ($353,292) ($327,981) $25,311 7.16 % 02/03/2021 17:15:06 26 Page 18 42 - Teen Library Services Expenses Library Services Personnel Services 10-2-5100-42 Salaries and WagesLibrary ServiceTeen Library Se 10-2-5103-42 OvertimeLibrary ServiceTeen Library Se 10-2-5105-42 PTO (Vacation) PayLibrary ServiceTeen Library Se 10-2-5106-42 ESL (Sick) PayLibrary ServiceTeen Library Se 10-2-5109-42 Insurance - long Term DisabiliLibrary ServiceTeen L 10-2-5112-42 Holiday PayLibrary ServiceTeen Library Se 10-2-5113-42 Social Security TaxesLibrary ServiceTeen Library Se 10-2-5115-42 UnemploymentLibrary ServiceTeen Library Se 10-2-5120-42 Insurance - HealthLibrary ServiceTeen Library Se 10-2-5121-42 Insurance - Health Savings AccLibrary ServiceTeen 10-2-5122-42 Insurance - LifeLibrary ServiceTeen Library Se 10-2-5125-42 Insurance - AD&DLibrary ServiceTeen Library Se 10-2-5135-42 Retirement Saving PlanLibrary ServiceTeen Library Total Library Materials, Program Supplies 10-2-5209-42 Programming Materials & SuppliLibrary ServiceTee 10-2-5210-42 Food & Catering for EventsLibrary ServiceTeen Libr Total Program Services 10-2-5350-42 Programming ServicesLibrary ServiceTeen Libra Total Patron Focuesed - Services & Charges Tota I Fayetteville Public Library Summarized Budget to Actual Preliminary: Subject to Audit Original In -Year Budgel 2020 Annual Budget Annual Budget Budget Adjustments Adjusted Budget Actual Remaining Remaining % $166,005 ($16,139) $149,866 $137,756 $12,110 8.08 % $0 $0 $0 $5 ($5) 0.00 % $0 $0 $0 $5,995 ($5,995) 0.00 % $0 $0 $0 $2,306 ($2,306) 0.00 % $548 $0 $548 $0 $548 100.00 % $0 $0 $0 $3,562 ($3,562) 0.00 % $12,699 $238 $12,937 $11,299 $1,638 12.66 % $0 $0 $0 ($26) $26 0.00 % $21,212 ($10,000) $11,212 $4,698 $6,514 58.10 % $0 $0 $0 $3,289 ($3,289) 0.00 % $548 $0 $548 $316 $232 42.28 % $48 $0 $48 $45 $3 5.92 % $16,600 $311 $16,911 $14,962 $1,949 11.52 % $217,660 ($25,590) $192,070 $184,209 $7,861 4.09 % $12,840 $2,000 $0 $0 $12,840 $2,000 $8,534 $253 $4,307 $1,747 33.54 % 87.36 % $14,840 $0 $14,840 $8,786 $6,054 40.79 % $4,000 $0 $4,000 $1,435 $2,565 64.13 % $4,000 $0 $4,000 $1,435 $2,565 64.13 % $236,500 ($25,590) $210,910 $194,430 $16,480 7.81 % 02/03/2021 17:15:06 27 Page 19 Fayetteville Public Library Summarized Budget to Actual Preliminary: Subject to Audit Original In -Year Budgel 2020 Budget Adjustments Adjusted Budget Actual Total Expenses $236,500 ($25,590) $210,910 $194,430 NET SURPLUS/(DEFICIT) ($236,500) $25,590 ($210,910) ($194,430) Annual Budget Annual Budget Remaining Remaining % $16,480 7.81 % $16,480 7.81 % 02/03/2021 17:15:06 28 Page 20 Fayetteville Public Library Summarized Budget to Actual Preliminary: Subject to Audit Original In -Year Budgel 2020 Annual Budget Annual Budget Budget Adjustments Adjusted Budget Actual Remaining Remaining % 50 - Youth Services Expenses Library Services Personnel Services 10-2-5100-50 Salaries and WagesLibrary ServiceYouth Services $241,748 $34,600 $276,348 $248,762 $27,586 9.98 % 10-2-5103-50 OvertimeLibrary ServiceYouth Services $0 $0 $0 $25 ($25) 0.00 % 10-2-5105-50 PTO (Vacation) PayLibrary ServiceYouth Services $0 $0 $0 $7,756 ($7,756) 0.00 % 10-2-5106-50 ESL (Sick) PayLibrary ServiceYouth Services $0 $0 $0 $2,206 ($2,206) 0.00 % 10-2-5109-50 Insurance - long Term Disabilil-ibrary ServiceYouth $591 $0 $591 $0 $591 100.00 % 10-2-5112-50 Holiday PayLibrary ServiceYouth Services $0 $0 $0 $6,045 ($6,045) 0.00 % 10-2-5113-50 Social Security TaxesLibrary ServiceYouth Services $18,494 $409 $18,903 $19,453 ($550) (2.91)% 10-2-5115-50 UnemploymentLibrary ServiceYouth Services $0 $0 $0 $499 ($499) 0.00 % 10-2-5120-50 Insurance - HealthLibrary ServiceYouth Services $31,481 $0 $31,481 $23,607 $7,874 25.01 % 10-2-5121-50 Insurance - Health Savings AccLibrary ServiceYoutF $0 $0 $0 $850 ($850) 0.00 % 10-2-5122-50 Insurance - LifeLibrary ServiceYouth Services $580 $0 $580 $1,967 ($1,387) (239.18)% 10-2-5125-50 Insurance - AD&DLibrary ServiceYouth Services $50 $0 $50 $204 ($154) (308.80)% 10-2-5135-50 Retirement Saving PlanLibrary ServiceYouth Servic( $17,900 $535 $18,435 $13,355 $5,080 27.56 % Total $310,844 $35,544 $346,388 $324,730 $21,658 6.25 % Library Materials, Program Supplies 10-2-5200-50 Office Supplies & Printing Library ServiceYouth Seri $7,000 $0 $7,000 $3,533 $3,467 49.53 % 10-2-5209-50 Programming Materials & SuppliLibrary ServiceYOL $21,000 $2,000 $23,000 $30,482 ($7,482) (32.53)% 10-2-5210-50 Food & Catering for EventsLibrary ServiceYouth Se $2,480 $0 $2,480 $250 $2,230 89.93 % Total $30,480 $2,000 $32,480 $34,265 ($1,785) (5.50)% Program Services 10-2-5303-50 Publications and DuesLibrary ServiceYouth Sery $0 $0 $0 $165 ($165) 0.00 % 10-2-5344-50 Contract ServicesLibrary ServiceYouth Services $0 $0 $0 $1,659 ($1,659) 0.00 % 10-2-5350-50 Programming ServicesLibrary ServiceYouth Sen $38,150 ($7,600) $30,550 $6,060 $24,490 80.16 % 10-2-5361-50 Travel, Lodging & MealsLibrary ServiceYouth Sf $8,600 $0 $8,600 $447 $8,153 94.80 % 02/03/2021 17:15:06 29 Page 21 Total Patron Focuesed - Services & Charges Tota I Total Expenses NET SURPLUS/(DEFICIT) Fayetteville Public Library Summarized Budget to Actual Preliminary: Subject to Audit Original In -Year Budgel 2020 Annual Budget Annual Budget Budget Adjustments Adjusted Budget Actual Remaining Remaining % $46,750 ($7,600) $39,150 $8,330 $30,820 78.72 % $388,074 $29,944 $418,018 $367,324 $50,694 12.13 % $388,074 $29,944 $418,018 $367,324 $50,694 12.13 % ($388,074) ($29,944) ($418,018) ($367,324) $50,694 12.13 % 02/03/2021 17:15:06 30 Page 22 Fayetteville Public Library Balance Sheet Preliminary: Subject to Audit As of December3l, 2020 2020 Assets Cash & Investments - Unresstricted 10-0-1001-00 Bank CreditLibraryLibrary ($800.41) 10-0-1003-00 Petty Cash LibraryLibrary $1,156.45 10-0-1010-00 Bank of FayettevilleLibraryLibrary $14,584.90 10-0-1020-00 ArvestLibraryLibrary $694,594.65 10-0-1030-00 1st SecurityLibraryLibrary $132,665.02 10-0-1120-00 Schwab Institutional -Operating LibraryLibrary $1,123,354.75 15-0-1123-00 Schwab Institutional -Expansion LibraryLibrary $986,041.52 Total Cash & Investments $2,951,596.88 Accounts Receivable - Unrestricted 10-0-1210-00 Due from Foundation $234,817.48 10-0-1215-00 Due from Friends LibraryLibrary $779.97 10-0-1225-00 Due From Other Gov. UnitsLibraryLibrary $4,350,597.77 10-0-1240-00 Accounts ReceivableLibraryLibrary $3,146.09 10-0-1260-00 Payroll Tax Refund ReceivableLibraryLibrary ($793.54) 10-0-1270-00 Claim against credit card LibraryLibrary $634.88 10-0-1271-00 Less: Claim against credit card LibraryLibrary ($570.10) Total Acounts Receivable - Unrestricted $4,589,752.75 Cash & Investments - Designated 20-0-1125-00 Schwab Institutional - Long-teLibraryLibrary $1,651,821.56 30-0-1126-00 Schwab - Facilities ReplacemenLibraryLibrary $544,502.51 40-0-1127-00 Schwab - Furn. & Eq. 2100-3837LibraryLibra ry $234,984.29 50-0-1128-00 Schwab - Technological EquipmeLibraryLibrary $254,567.81 60-0-1140-00 Schwab - Expansion Capitall - LibraryLibrary $4.36 Total Cash & Investments - Designated $2,685,880.53 Accounts Receivable - Restricted 10-0-1150-00 Data Path Held DepositLibraryLibrary $1,200.00 10-0-1190-00 Claims PendingLibraryLibrary $1,578.40 10-0-1280-00 Prepaid ExpensesLibraryLibrary $138,006.53 70-0-1225-00 Due From Other Gov. UnitsLibraryLibrary $2,072,306.84 Total Accounts Receivable - Restricted $2,213,091.77 Internal Due From 10-0-1221-00 Due From Expansion Operating Reserves - 15 ($0.13) 10-0-1223-00 Due From Facilities Reserve - 30 $4,971.14 10-0-1228-00 Due From Technology Reserve - 50 $70.13 02/04/2021 15:44:05 31 Page 1 Fayetteville Public Library Balance Sheet Preliminary: Subject to Audit As of December3l, 2020 2020 20-0-1220-00 Due From Operating - 10 $76,241.45 20-0-1223-00 Due From Facilities Reserve - 30 $0.48 20-0-1228-00 Due From Technology Reserve - 50 ($0.93) 50-0-1220-00 Due From Operating - 10 $102,499.19 70-0-1227-00 Due from UnreservedLibraryLibrary ($1.47) Total Internal Due From $183,779.86 Interfund 10-0-1238-00 Due from Other Funds - InterfuLibraryLibrary $118,470.44 10-0-1400-00 InterfundLibraryLibrary ($1,219,436.19) 15-0-1400-00 InterfundLibraryLibrary $3,899,882.78 20-0-1400-00 InterfundLibraryLibrary ($1,115,400.24) 30-0-1238-00 Due from Other Funds - InterfuLibraryLibrary $29.60 30-0-1400-00 InterfundLibraryLibrary $3,787.37 40-0-1400-00 InterfundLibraryLibrary $30,578.53 50-0-1400-00 InterfundLibraryLibrary $365,371.12 60-0-1400-00 InterfundLibraryLibrary ($192,503.91) 70-0-1400-00 InterfundLibraryLibrary ($1,772,279.58) Total Interfund $118,499.92 Depreciable Assets 10-0-1801-00 BuildingsLibraryLibrary $21,080,384.43 10-0-1805-00 SoftwareLibraryLibrary $144,777.16 10-0-1811-00 Books & PublicationsLibraryLibrary $4,925,946.88 10-0-1813-00 EquipmentLibraryLibrary $1,763,359.80 10-0-1890-00 Construction In Progress (CIP)LibraryLibrary $433,574.43 10-0-1999-00 Accumulated DepreciationLibraryLibrary ($11,893,979.42) 60-0-1890-00 Construction In Progress (CIP)LibraryLibrary $1,080,831.73 Total Depreciable Assets $17,534,895.01 Non -Depreciable Assets 10-0-1800-00 Land $1,449,585.02 10-0-1850-00 Library Owned ArtLibraryLibrary $150,000.00 10-1-1800-00 Fixed AssetAdministrationLibrary $0.07 Total Non-Depeciable Assets $1,599,585.09 Total Assets $31,877,081.81 Liabilities and Fund Balance Liabilities - Accounts Payable 02/04/2021 15:44:05 32 Page 2 Fayetteville Public Library Balance Sheet Preliminary: Subject to Audit 10-0-2001-00 Accounts PayableLibraryLibrary 10-0-2003-00 Security Bankcard Center, INC.Libraryl-ibrary 10-0-2020-00 Accounts Payable- Accrued Libra ryLi brary 10-0-2025-00 Accrued Sales Tax Paya bleLibraryLi bra ry 10-0-2055-00 Federal Withholding PayableLibra ryLibrary 10-0-2065-00 FICA PayableLibraryLibrary 10-0-2075-00 Health InsuranceLibraryLibrary 10-0-2080-00 State Withholding PayableLibraryLibra ry 10-0-2082-00 State Unemployment PayableLibra ryLibrary 10-0-2094-00 Accident Death & Disability InLibraryl-ibrary 10-0-2130-00 Vision InsuranceLibraryLibrary 10-0-2135-00 Life, AD&D and LTDLibraryLibrary 10-0-2140-00 Voluntary Life, STD & AD&DLibraryLibrary 10-0-2155-00 Voluntary Dental Insurance 10-0-2180-00 Caring Committeel-ibraryl-ibrary 10-0-2185-00 Healthy HabitsLibraryLibrary 10-0-2190-00 Arkansas State Library Scholarl-i bra ryLibrary 10-0-2410-00 Deferred Revenuel-ibraryl-ibrary Total Liabilities - Accounts Payable Accrued Liabilities 10-0-2030-00 Salaries & Wages AccrualLibra ryLibrary 10-0-2045-00 Vacation Accrual LibraryLibra ry 10-0-2060-00 Sick Time AccrualLibraryLibrary Total Accrued Liabilities Internal Due To 10-0-2223-00 Due to Operating Capital - 15 10-0-2225-00 Due to Long Term - 20 10-0-2230-00 Due to FriendsLibraryLi bra ry 10-0-2235-00 Due to Technology Reserve - 50 10-0-2240-00 Due to Foundation Libraryl-i bra ry 10-0-2270-00 Due to Debt Service FundLibraryLibrary 10-0-2296-00 Due to FPLF Capital Campaign (LibraryLibrary 15-0-2220-00 Due To Operating-101-ibraryl-ibrary 30-0-2220-00 Due To Operating - 10 30-0-2225-00 Due to Long Term - 20 50-0-2220-00 Due To Operating - 10 50-0-2225-00 Due to Long Term - 20 Total Internal Due To As of December3l, 2020 2020 $149,619.83 $2,271.00 $5,546.77 ($5,436.33) $1,068.09 ($1,105.48) ($370.00) $525.13 $426.15 ($0.50) $12.12 ($68.47) $184.24 $214.58 $875.05 $5,142.24 ($14,056.88) $523,724.03 $668,571.57 $64,144.24 $180,963.06 $68,311.13 $313,418.43 $0.01 $76,241.45 ($3,253.33) $102,499.19 $18,392.88 ($1.47) $30,795.00 ($0.13) $4,971.14 ($0.94) $70.13 ($0.93) $229,713.00 02/04/2021 15:44:05 33 Page 3 Fayetteville Public Library Balance Sheet Preliminary: Subject to Audit Interfund 10-0-2255-00 Due to Other Funds - I nterfund Libra ryLi brary 30-0-2255-00 Due to Other Funds - I nterfund Libra ryLi brary 50-0-2255-00 Due to Other Funds - I nterfund Libra ryLi brary 60-0-2255-00 Due to Other Funds - I nterfund Libra ryLi brary Total Interfund Fund Balance 10-0-3001-00 Unrestricted LibraryLibra ry 10-0-3900-00 Fund Balance - Current Year NeLibraryLibrary 10-0-3950-00 Investment in Capital AssetsLibraryLibrary 15-0-3001-00 Unrestricted LibraryLibra ry 20-0-3015-00 Designated - Long Term Reservel-i bra ryLibrary 20-0-3900-00 Fund Balance - Current Year NeLibraryLibrary 30-0-3020-00 Designated - Facility Reservel-ibraryl-ibrary 30-0-3900-00 Fund Balance - Current Year NeLibraryLibrary 40-0-3025-00 Designated - Furniture & EquipLibraryLibrary 40-0-3900-00 Fund Balance - Current Year NeLibraryLibrary 50-0-3030-00 Designated - Technological EquLibraryLibrary 50-0-3900-00 Fund Balance - Current Year NeLibraryLibrary 60-0-3005-00 Restricted Fund BalanceLibraryLibra ry 70-0-3005-00 Restricted Fund BalanceLibraryLibra ry Total Fund Balance Total Liabilities and Fund Balance As of December3l, 2020 2020 $29.60 $37,222.00 $3,668.63 $77,579.81 $118,500.04 $2,218,343.61 $793,564.99 $19,435,214.87 $4,885,924.43 $654,576.75 ($41,914.43) $535,922.80 ($29,795.52) $274,311.56 ($8,748.74) $737,037.59 ($18,337.30) $810,752.37 $300,025.79 $30,546,878.77 $31,877,081.81 02/04/2021 15:44:05 34 Page 4 A L L I S O N P A R T N E R S Your partner in creating lasting places FIELD OBSERVATION REPORT TO: Kate Michaud - MSR Design David Johnson - Fayetteville Public Library Wade Abernathy - City of Fayetteville Jason Miller - Crossland Construction FROM: Chris Hartsfield / Phil Hadfield - Allison + Partners, Architects REPORT #: Fifty -Five (55) PROJECT: Fayetteville Public Library Addition DATE: Dec. 22, 2020 PAGES: 01, including this page Date of Visit: 12/21 /2020 Time of Visit: 3:10 PM - 4:35 PM Present at Site: Allison + Partners, Crossland, FPL Weather/Temperature: 63 degrees / Clear Work in Progress: Punchlist Observations: Curtains are hanging over the stage. Punch list items are being worked on. Furniture is being placed. Wood panels are being installed. Books are being loaded on shelves in all locations. Monumental stair is being worked on. Level 300 is being prepped for carpet. Paint touch-up continues. Items to Verify: Nothing at this time. Information or Action Required: Nothing at this time. Photos: https:Hallarch.box.com/s/zwhuwwavzag77e6rOsugwn99vxOvlgfr 1 ALLISON + PARTNERS, Inc. 35 A L L I S O N P A R T N E R S Your partner in creating lasting places FIELD OBSERVATION REPORT TO: Kate Michaud - MSR Design David Johnson - Fayetteville Public Library Wade Abernathy - City of Fayetteville Jason Miller - Crossland Construction FROM: Chris Hartsfield / Phil Hadfield - Allison + Partners, Architects REPORT #: Fifty -Six (56) PROJECT: Fayetteville Public Library Addition DATE: Dec. 29, 2020 PAGES: 01, including this page Date of Visit: 12/28/2020 Time of Visit: 2:40 PM - 4:15 PM Present at Site: Allison + Partners, Crossland, FPL Weather/Temperature: 50 degrees / Clear Work in Progress: Punchlist Observations: Punch list items are being worked on. Furniture is being placed. Wood ceiling panels are being installed in the pre -function area. Items to Verify: Nothing at this time. Information or Action Required: Nothing at this time. Photos: https://allarch.box.com/s/491vyn25jsojotm0ifc78uu10betmizy 1 ALLISON + PARTNERS, Inc. 36 A L L I S O N P A R T N E R S Your partner in creating lasting places FIELD OBSERVATION REPORT TO: Kate Michaud - MSR Design David Johnson - Fayetteville Public Library Wade Abernathy - City of Fayetteville Jason Miller - Crossland Construction FROM: Chris Hartsfield / Phil Hadfield - Allison + Partners, Architects REPORT #: Fifty -Seven (57) PROJECT: Fayetteville Public Library Addition DATE: Jan. 05, 2021 PAGES: 01, including this page Date of Visit: 01 /04/2021 Time of Visit: 1:30 PM - 4:15 PM Present at Site: Allison + Partners, Crossland, FPL Weather/Temperature: 53 degrees / Clear Work in Progress: Punchlist Observations: Punch list items are being worked on. Items to Verify: Nothing at this time. Information or Action Required: Nothing at this time. Photos: https:Hallarch.box.com/s/dIn6lIuiufvmis82627un7j5ktx3wrdz 1 ALLISON + PARTNERS, Inc. 37 A L L I S O N P A R T N E R S Your partner in creating lasting places FIELD OBSERVATION REPORT TO: Kate Michaud - MSR Design David Johnson - Fayetteville Public Library Wade Abernathy - City of Fayetteville Jason Miller - Crossland Construction FROM: Chris Hartsfield / Phil Hadfield - Allison + Partners, Architects REPORT #: Fifty -Eight (58) PROJECT: Fayetteville Public Library Addition DATE: Jan. 12, 2021 PAGES: 01, including this page Date of Visit: 01 /11 /2021 Time of Visit: 1:15 PM - 5:15 PM Present at Site: Allison + Partners, Crossland, FPL Weather/Temperature: 53 degrees / Clear Work in Progress: Punchlist Observations: Punch list items are being worked on. Terrazzo is being installed on the monument stair. Wood ceiling is installed in the pre -function space. Items to Verify: Nothing at this time. Information or Action Required: Nothing at this time. Photos: https://allarch.box.com/s/ank8xgwrawfypfrvruOt6kzwl5nhky6z 1 ALLISON + PARTNERS, Inc. 38 A L L I S O N P A R T N E R S Your partner in creating lasting places FIELD OBSERVATION REPORT TO: Kate Michaud - MSR Design David Johnson - Fayetteville Public Library Wade Abernathy - City of Fayetteville Jason Miller - Crossland Construction FROM: Chris Hartsfield / Phil Hadfield - Allison + Partners, Architects REPORT #: Fifty -Nine (59) PROJECT: Fayetteville Public Library Addition DATE: Jan. 19, 2021 PAGES: 01, including this page Date of Visit: 01 /18/2021 Time of Visit: 3:15 PM - 5:15 PM Present at Site: Allison + Partners, Crossland, FPL Weather/Temperature: 53 degrees / Clear Work in Progress: Punchlist Observations: Punch list items are being worked on. Items to Verify: Nothing at this time. Information or Action Required: Nothing at this time. Photos: https://allarch.box.com/s/dxgug0ldhb25tlxhlxafx3gfbpOpe5eh 1 ALLISON + PARTNERS, Inc. 39 A L L I S O N P A R T N E R S Your partner in creating lasting places FIELD OBSERVATION REPORT TO: Kate Michaud - MSR Design David Johnson - Fayetteville Public Library Wade Abernathy - City of Fayetteville Jason Miller - Crossland Construction FROM: Chris Hartsfield / Phil Hadfield - Allison + Partners, Architects REPORT #: Sixty (60) PROJECT: Fayetteville Public Library Addition DATE: Jan. 26, 2021 PAGES: 01, including this page Date of Visit: 01 /25/2021 Time of Visit: 3:15 PM - 4:45 PM Present at Site: Allison + Partners, Crossland, FPL Weather/Temperature: 53 degrees / Clear Work in Progress: Punchlist items being worked on. Furnishings are installed. Observations: Punch list items are being worked on. Items to Verify: Nothing at this time. Information or Action Required: Nothing at this time. Photos: httos://allarch.box.com/s/euzvmk45234eai9mamvixxz19a6ibnuo 1 ALLISON + PARTNERS, Inc. 40 BEYOND WORDS CAMPAIGN GOAL: $23,000,000 Capital Campaign Pledge Summary Report 2/11 /2021 Pledged To Date: $11,482,361 = 49.9% Of Goal Balance Required: $11,517,639 Campaign Summary by Gift Categories Percent to Balance Goals Pledged Goal $$-To Go Total Paid Due # of Gifts $250,000 & above Pacesetter $20,000,000 $9,037,463 = 45.2% $10,962,537 $1,987,463 $7,050,000 4 $50,000 - $249,999 Leadership 2,250,000 1,557,134 = 69.2% $692,866 $827,134 $730,000 17 $5,000 - $49,999 Major 650,000 801,414 123.3% ($151,414) $518,484 $282,930 46 Under$5,000 Community 100,000 86,350 = 86.3% $13,650 $78,960 $7,390 126 TOTAL: $23,000,000 $11,482,361 49.9% $11,517,639 $3,412,041 $8,070,320 193 41 Meetings and Actions Meeting/Action Date Outcome Notes Dr. Malcom Hayward, donor and advocate, Dr. Blake and Lindsey Lockwood 12/16/2021 tBD made this connection Dr. Malcom Hayward, donor and advocate, Tour: Dr. Sarah and Mathew Jewell 12/17/2020 tBD made this connection Tour: Mick and Mary Beth Mayfield 12/18/2020 outright gift Tour: Amazeum ED and programmers 12/18/2021 Partnership opportunties Tour: FPL Multiculural Advisory Committee 12/19/2021 Stewardship Photos taken for press release about their Visit: Denton and Cathy Seilhan 12/21/2020 $1,000,000 pledge Tour: Arkansas Coalition of Marshallese and Marshallese Education Initiatve Chance works for P&G and studied here in Tour: Chance Chapman 12/22/2020 $10,000 outright gift college. Tour and Interview: Univision 1/5/2021 Media Coverage $1,000 gift to Mountain Street Stage Tour: Gerlad Klingaman 1/7/2021 Series Tour: Shellie Morrison Owner of the Event Group Natalie is the owner of Freckled Hen and has clsoe to 51,000 Instagram followers. She Tour: Natalie Freeman 1/8/2021 posted her entire tour. Tour: Ozark Literacy Council - Patty Sulivan and Liz Esch 1/8/2021 Toured spaces for potential events has 8,000 Instagram follwers, and has offered to host cookies classe free and open Tour: Liz and Matt Krauft 1/8/2021 to the public. (When safe to do so.) 42 Online platform promoting diversity and inclusion. Potential for partnership and Tour: NWA Girl Gang 1/11/2021 media coverage. NWA Program Director at Arkansas Cinema Tour: Kody Ford 1/12/2021 Society Owner of Elixer Yoga Lounge with 30,000 Instagram follwers. She would like to host a yoga class at FPL and there is potential for a Tour: Nicole Calhoun 1/12/2021 programming partnership. Macaroni Kid mom, an online resource for Tour: Kara Ault 1/13/2021 parents with over 10,000 followers. Owner of Prose Creative with a social media following. She will soon lead a virtual Tour: Elizabeth Prenger 1/13/2021 program on branding. Article: Fayetteville Flyer 1/14/2021 Media Coverage Chamber President Steve Clark has arranged to feature the FPL expansion in their online Tour: Fayetteville Chamber of magazine for chamber members and Commerce and AR Dem Gazette 1/26/2021 Media Coverage community stakeholders. Tod and Jackie will be making a capital Tour: Tod Yeslow and Jackie Telfair 1/30/2021 TBD contribution matched by Walmart Over 50,000 library patrons receive monthly newsletters and will now be made aware of Inclusion of naming opportunities in naming opportunities specific to their monthly FPL newsletter 2/1/2021 newsletter group (youth, teen, or adult) Jim filmed a feature re: his reaction to the expansion of Blair Library that will be used in Tour: Jim and Nancy Blair 2/4/2021 donor/prospect marketing pieces Introduction and exploration of next 5 years Walton Family Foundation Conference 2/9/2021 - 2/11/2021 of WFF giving strategy in NWA 43 Foundation -solicited grant proposal submitted to fund a dedicated outreach Bookmobile grant application library in the form of a built -out electric submitted 2/15/20211 1 vehicle 44 Memo To: Board of Directors, Fayetteville Public Library From: David Johnson, Executive Director Date: February 4, 2021 Re: Food Service / Kitchen Planning Background/Analysis Fayetteville Public Library has created a food service space and kitchen in the expanded Blair Library. One of the major goals of creating a food service space within FPL was to be able to provide library patrons and public with nutritious, high quality, affordable food in the hopes that they would not have to leave the library to do so elsewhere. Over the past three/four years FPL and members of the restaurant community have been engaged in conversation on the potential uses of a food service space within FPL. Now that FPL is open these preliminary conversations need to progress to a more in-depth actionable plan with identifiable goals and a set of outcomes that will inform the future direction of the food service space. During 202o as these conversations continued it became apparent that more dedicated time and effort was needed from restaurant management experts to be brought in to assist with the development of an actionable plan to operate a food service space that meets the desired goals stated above. Late in 202o and continuing into early 2021, Jerrmy Gawthorp with Woodstone Pizza, the non-profit Roots organization, and the late Greenhouse Grill, was asked to create an approach and detailed plan that could serve as a guide to FPL implementing a food service option for patrons. Jemmy was also asked to define an optional consulting role to aid in preparing business plan for an in-house catering program as well as development of culinary programming that will complement the offerings already underway with FPL's partnership with Fayetteville School district and Brightwater and the culinary programming planned by our library staff. 45 The proposal submitted by Mr. Gawthorp includes three phases: Phase Once is titled Create the Playbook; Phase Two defines the steps to opening the deli and Phase Three is providing oversight while FPL is launching the food service entity. The total anticipated cost for all three (3) phases is $92,000. The funding for this item is from unexpended funds from 2020. Recommendation The Board of Trustees is requested approve a Not -to -Exceed agreement with Jerrmy Gawthorp in the amount of $92,00o and to waive procurement policy for this agreement. 46 Code NJ Date Approved 1/09/95 Date Revised 02/28/17 Policy Name Library Patron Confidentiality The Fayetteville Public Library values patron confidentiality and adheres to the American Library Association Code of Ethics: "We protect each library user's right to privacy and confidentiality with respect to information sought or received and resources consulted, borrowed, acquired, or transmitted." A. Confidentiality of library records Fayetteville Public Library's privacy and confidentiality policies are in compliance with applicable federal, state, and local laws. (See LEGAL BA for a copy of the Arkansas State Act 903 of 1989 concerning the confidentiality of library records.) While library records are not provided for public or media requests, they may be subject to disclosure to law enforcement officials under provisions of state and federal laws. FPL only collects personal information necessary for conducting library business. The library does not share or sell patron information or library records. Some third -party vendors sites provided through the library require users to create unique accounts. These services have terms of use and privacy policies independent of FPL and patrons are responsible for reviewing them before registering and using. B. Confidentiality on website and social media 1. When patrons visit FPL's website, the Library may collect and store the following non -personally identifiable information for the purpose of improving website design, presentation and system performance: a. The name of the domain from which the user accesses the internet b. The Internet Protocol (IP) address of the patron's computer or internet provider c. The date and time FPL's website is accessed d. The URL of the pages visited and files downloaded e. The internet address of the website linked directly to FPL's site f. Search terms used to come to FPL's website and while on the site (in aggregate only). 2. FPL may use "cookies" as a collecting tool on its website. "Cookies" are small data files written to a computer's hard drive, generated by websites to provide users with a personalized and often simplified online experience. If patrons choose not to accept the cookies generated by the library's website or third -party database applications, certain features may not work as well or be unavailable. Even if cookies are disabled most of the features on FPL's website will not be affected. 3. If a patron initiates a reference inquiry, or subscribes to the Library's newsletter, or submits a form on the Library's website, this information is considered as part of the borrowers account and protected as outlined above. 4. FPL's website contains links to external websites not maintained by the Library. The Library cannot be responsible for user privacy when visiting outside websites. Please consult the privacy policies of those websites should there be questions regarding their use. 5. Information collected automatically on the Library's website, as well as email sent to FPL and its employees is generally subject to state open record laws, except as provided by Arkansas state law or federal laws. 6. FPL requests that any user that links to FPL's website be presented in a manner that does not give the impression that FPL is making an express or implied endorsement of any good or service 47 provided on the user's website and that the link is presented in a manner that clearly indicates that the user is leaving one's site and accessing another. 48 FAYETTEVILLE PUBLIC LIBRARY MEMO To: Fayetteville Public Library Board of Trustees From: David Johnson, Executive Director Date: February 7, 2021 Re: Temporary Increase in FTE for Accounting Background: As of February 8, 2021, the Accounting staff consists of 4 employees. This will decrease to 2.5 employees by March 24, 2021. The on -going Accounting staff will consist the Director of Accounting, Accountant and part time Accounting Clerk. In June 2020, the Accounting Department temporarily increased their staff by 2 FTE's to ensure a smoother transition of the accounting functions of FPL in preparation for the retirement of the Director of Accounting/HR and Budget Administrator in the 1st quarter of 2021. In March 2021, the Accounting staff will decrease to FTE's. In developing the 2021 budget, the initial plan was to have all the newly purchased furniture, fixtures, and equipment (FF&E), inventoried, tagged and recorded into fixed assets prior to the retirement of the Director of Accounting/HR and Budget Administrator. Due to several events beyond FPL's control, the timeline to capture and document all the F&E was pushed out. The expected timeframe to complete the required physical inventory and recording is 8-10 weeks. Smith & Taylor reviewed the level of effort required to complete the FF&E inventory and recording in fixed assets (FA) within the financial system will be between 700 to 1000 hours. With Smith & Taylor and FPL accounting staff, there are not enough hours to accomplish this before the planned retirement of the abovementioned accounting staff members. Discussion: The revised plan to ensure the proper documentation of the FF&E is gathered, inventoried, and tagged, as well as entered into the FA financial system is to have 3 temporary FTE's approved to allow FPL to complete the overall project. 49 It is anticipated that any cost, upon approval of this request, will be paid from re-budgeted/rollover funds from 2020 FPL savings during 2020. The predicted cost of this proposal for Fayetteville Public Library is approximately $15,000.00 for 8-10 weeks. The Foundation will provide additional funding to support this project. Recommendation: Approve the temporary increase in FTEs as described above. 50 Code FA-1 Date Approved 2/21/05 Date Revised 2/14/08(D) 1 /19/2021 Policy Name: Fixed Assets 1: Overview 1. PURPOSE: The purpose of this policy and procedure is to provide an overview of the accounting and control of fixed assets. 2. POLICY: Chapter 59, Section 14-59-107, of the Arkansas Statues states that all municipalities shall establish and maintain, as a minimum, a listing of all fixed assets and equipment owned by the municipality. The listing shall contain as a minimum: a. Brief description; b. Serial number, if available; c. Location of property; d. Vendor purchased from and date of acquisition; and, e. Cost of property Such fixed asset and equipment records shall constitute a part of the general records of the Library and, accordingly, shall be made available for utilization by the auditor at the time of audit. In keeping with the City of Fayetteville policies, the threshold for fixed assets is $5,000. 3. DEPARTMENT RESPONSIBILITIES: The department manager shall be responsible for custody of property owned by the Library that has been acquired for the department's use or service. Each manager shall maintain an adequate record of property in his/her custody and will take periodic inventories. An adequate property record shall contain the items listed above for each asset. 4. DIRECTOR OF ACCOUNTING RESPONSIBILITIES: The Director of Accounting Services shall maintain records which detail a listing of all Library fixed assets. This list shall also include depreciation amounts for the current year and an accumulation. In addition, the Director of Accounting Services shall also maintain all addition and deletion records regarding fixed asset transactions. On an annual basis, the Director of Accounting Services will review the various charges which have been recorded in all capital outlay accounts. This review will verify that the charges meet all the criteria of a fixed asset. An asset number will be assigned, and the asset will be added to the fixed asset list. The Director of Accounting Services shall cause a physical inventory to be taken annually. 5. ADDENDUM: Books and materials are recorded at full retail price to facilitate billing for lost items, but not listed as assets, since none are valued over $5,000. 51 Code FA-2 Date Approved 2/21/05 Date Revised 2/14/08(D) 1/19/2021 Policy Name: Fixed Assets 2: Definition, Classification, Acquisition, and Disposal 1. PURPOSE: The purpose of this policy and procedure is to provide guidelines and a definition of the classification of fixed assets. POLICY: Fixed assets are tangible items of significant value having useful lives of more than one year. They are acquired by purchase, lease -purchase, construction, eminent domain, tax foreclosures, and gifts. Fixed assets should be recorded at cost. The amount which will constitute "cost' includes purchase price or construction cost and any ancillary charges necessary to place the asset into operation. Examples of ancillary costs are transportation charges, professional fees, legal claim, and certain interest costs during construction. Disposal shall be governed by A.C.A §4-54-302. Donated fixed assets should be recorded at their estimated fair value when received. This method, however, should be disclosed in the notes to the financial statements. 3. CLASSIFICATION AND RECORDING OF FIXED ASSETS: a. Land: A fixed asset account that reflects the acquisition value of land the right to land owned by the Library. If purchased, the valuation of land includes the purchase price, plus any costs related to acquisition and preparation for use, such as legal fees, fill in, and excavation. If land is acquired by gift, valuation should be recorded at the appraised value at the time of acquisition. b. Buildings and Structures: A fixed asset account that reflects permanent structures used to house persons and property. Permanently installed fixtures that are included in the construction or purchase price of the structure and the cost of major improvements to structures are also recorded in this account. If purchased, valuation of buildings includes purchase price, plus any costs related to design or construction. If acquired by fits, valuation recorded should be the appraised value at the time of acquisition. c. Machinery and Equipment: A fixed asset account that reflects the value of tangible property, which is useful in carrying out operations of the Library. The basis of valuation of purchased equipment includes the net contract price, transportation charges, and any installation costs needed to place the asset in use. The basis of valuation of donated equipment is the appraised value at the date acquired. Equipment costing $5,000 and more should be recorded as a fixed asset. d. Furniture and Fixtures: A fixed asset account that reflects the value of building furniture and any fixture that was not included in the construction or purchase price of the structure. The basis of valuation is the same as for machinery and equipment. e. Vehicles: A fixed asset account that includes all vehicles in the motor pool. The basis of valuation is the same as for machinery and equipment. 4. PROCEDURE FOR NEWLY PURCHASED ADDITIONS: Upon the delivery of newly purchased fixed assets, the receiving manager will procure a tag from the Director of Accounting Services. The Director of Accounting Services will assign a new tag number, and the receiving manager will sign a property sheet stating that: (1) he/she is the responsible party for the referenced item; (2) he/she has picked up their tags; and (3) he/she will properly affix those tags. The receiving manager will sign a property sheet stating that the referenced item is their responsibility for assets upon which tags cannot be affixed. For purposes 52 of this policy, the serial and model number affixed by the original manufacturer may substitute for the FPL tag. 5. PROCEDURE FOR NEW ACQUISITIONS OTHER THAN PURCHASE When a manager is certain that confiscated or donated property will become part of their inventory, they will need to send an inventory form to the Director of Accounting Services with the following information: a. Description of the item b. Model/Year c. Serial number and d. Fair market value The Director of Accounting Services will then proceed as stated above in the case of purchased assets. 6. PROCEDURE FOR DISPOSAL: a. Any property considered surplus by a department will be disposed of by public tag/bid sale. Prior to the tag sale, a list of items to be sold will be presented to the Executive Director for approval. Any item with a value greater than $600 shall be sold through the formal bid. Any items with a lesser value may be sold with informal quotes. b. For any items, whose whereabouts are unknown, the department listed as being responsible for the item will conduct a thorough search for those items. If not found, the items will be recorded as lost and deleted from the fixed asset list. c. Any items that have been through a tag sale and not disposed of can be donated to another organization with approval by the Library Board of Trustees or, if deemed to have no economic value, destroyed. 53 Code FA-3 Date Approved 8/15/2016 Date Revised Policy FA-3: Capital Improvement Policy 1. PURPOSE: To identify the parameters for developing FPL's capital improvement program (CIP) 2. POLICY: a. FPL will prepare and update, as needed, a five-year Capital Improvements Program (CIP), which will provide for the orderly maintenance, replacement, and expansion of capital assets. b. The CIP will identify long-range capital projects and capital improvements of all types, which will be coordinated with the annual operating budget to maintain full utilization of available revenue sources. c. When preparing the CIP, FPL will seek to identify all viable capital projects and capital improvements required during the subsequent five-year period. These projects and improvements will be prioritized by year and by funding source. Every attempt will be made to match projects and improvements with available funding sources. Future operating costs associated with a project or an improvement will also be given consideration in the establishment of priorities. d. FPL will seek Federal, State, and other funding to assist in financing capital projects and capital improvements. e. FPL will seek input from the public by holding public hearings in relation to the establishment of major projects and major project priorities. f. FPL will incorporate the reasonable findings and recommendations of the FPL Board appointed committees, and citizen task forces, as they relate to capital projects and improvements. 54 Fayetteville 400 Public Library MEMO To: FPL Board of Trustees From: David Johnson, Executive Director Date: February 9, 2021 Re: Roll -Over Budget from 2020 to 2021 Background: Annually, staff presents an agenda request to the Board of Trustees to re -budget a portion of the remaining moneys from the previous year. These requests typically represent one-time spending requests and are most often continuations of financial commitments made during the previous calendar year. The roll-over (re -budget) request is usually made during the February Board of Trustees meeting. Fund 10: Library Operations Fund The preliminary Budget to Actual shows that FPL has approximately $899,667 available to re -budget into 2021. The table below shows, in summary form, the expense categories that have left over money. The committed column is comprised of library materials on back -order as of December 31, contractual obligations with OCLC- Wise and Communico, mobile tool carts purchased in December, the remaining funds from donation for immigration backpacks and Good Faith Collections, and rigging training and rental equipment appropriation originally approved in 2020. Fund 1 U: Library Operations Summarized 2020 Budget to Cc-iriritted but not Actual Budget ACtLUJI --c-Irpleted Rerraillh7. Personnel Services $4.3471.424 $4.058.342 }8.7 Materials& Supplies 979.265 158.[.;75 246.728 Services & Charges 1.557.::;16 1.21':.:' 391 25 98_6 32(.�.639 Maintenance 3.34.843 222.858 111.985 Maximum Available to Roll -Over $7 62.3..351 $6.47':_:'.856 $252.828 $81ID 667 Discussion: 55 In developing the 2021 budget, the initial plan was to transfer $300,000 from the Expansion Reserve into Fund 10 to help cover operational expenditures. Additionally, there was no plan to transfer funds into the Facility, IT, or Furniture & Equipment Reserve Funds. However, the revised plan to supplement Operational Revenue and replenish the reserve funds is to replace the Expansion Millage transfer with $300,000 of the remaining funds, and then allocate $225,000 into the reserve funds as outlined above. A further discussion of the Expansion Operating Reserve is on the following page. Additionally, FPL has several roll-over requests for Fund 10 Library Operations. A few of the more significant items consist of hiring a kitchen consultant, purchasing kitchen smallwares, and preventative maintenance for the elevators and conveyor. Below are the roll-over requests in Fund 10 Library Operations: Roll -Over Request: routine additional funding requests Department Description Cilr'Ir'UliitV Erlea2.err'e�lt L r-ker-style space f.--.r tlle'd-ILInteer'4°i rkr rr1 spare ::kee.p pe.rscnal Lie.1 rlgingsi - -Xie,irlally designed as part of the exl:�anSion 4.5QQ ...........................................................................................................................................................:- r`4d r'Inistration ............................................................................................................................................................................................................................................... Kitchen _011Sllltarlt 92.QQQ ............................................................................................................................................................................................................................................................................................................................................................................................:................. IT Onsite rigging Trainging f.--.r Event Center ($12k in _0111r111t EA X110MIt c11:iOVE-) 3.000 .......................... .................................................................................................................. Fa:,ilities ...............................................................................................:................................................................................................................................................:................. Onsite traine_ ing: VRF and Lie_ hting& Building .......................... ............................................................................................................................... AutC-r11citi r1 SvSterll ...................................................................................................................................................................................................................................................... 10.550 Faciliti�, Kit -hen Smalk,,are5 88.237 :................. ...................... ............... ...................................................................................................................... Faciliti�, ...... .............................................. .............................................................................................................................................................................. Elevcltnr and C r1ver Prey, rntati I':1 lirlterl lrl e 29.963 ....................................................................................................................................................................................................................:......................................................................................................................................................................................... Fa:,iIitie; M' :AiCal SU[)[�lieS - DE-fil:Aulator 5.400 ............................................................................................................................................................................................................................................................................................................................................................................................................... Fa:,ilities --lean library C11111DUS after --crlstrUCti r1 activities are carrll::�leted 35.000 .............................................................................................................................................................................................................................................................................................................................................................................................................. Facilities 3Yd 1rt ` "'.-. Lll :nli:-rlt Yerltcll ccmany tc. h;:- Used °as laic � '= � l ccmany - needed" basis - exami::de: Forklift 20) 129 .............................................................................................................................................................................................................................................................................................................................................................................................................. Facilities ............................................................................................................................................................................................................................................................................................................................................................................................................... Replenish Reserve Fund Facilltle`, ................................................................................................................................................................_.................................................................................................................................................................................................................................. FllrrlltUre and E-jLJij:!nl?rlt IT IT Reser,va .............................................................................................................................................................................................................................................................................................................................................................................................................. A:'col.111tille Te1ip rary Lal:cr tc- hA used t---- Assist ill ICgging and recording fixed assets ..........................................................................................................................................................................................:.:.............................:...:.............................................................................................................................................................................. IT ............................................................................................................................................................................................................................................................................................................................................................................................................... I kl LS ,i: A n+ 19&933 IT I I'•:1LS --APES Act 'rant i 198.933) ........................................................................................................................................................................................................................................................................................................................................................................:.................:.................... Rehud A Revenue ......................... ..................................................................................................................................................... SLADSULAIC-r1 of Transfer from Expanon Reserve ............. ........................................................................................... ......................................................................................................................... Total - routine additional funding requests Fund 10 Remaining Unspent P,^P; 77�? 70.888 The Facility Reserves has a commitment for the remaining cost of completing the paint, carpet, and terrazzo work on level 300 in the amount of $76,531 and Technology Reserves has $24,000 remaining in PC replacements. In both instances, 56 the funds were originally approved in 2020 as part of the effort to reduce the Foundation's use of the line of credit for the expansion. In the 2021 budget an operating transfer of $300,000 was planned from the Expansion Operating Transfer Fund to Fund 10 to offset additional operations & maintenance expenses associated with the expanded Blair Library. The Expansion Operating Reserve Fund was established in 2017 to capture and hold millage revenue that was approved for operations of the expansion. The original plan was that the Expansion Operating Reserve would serve as a bridge to pay for additional expenses associated with the expansion. The plan was to have enough money saved to assist paying these operating expenses for several years. The December 31, 2020 balance in the Expansion Operating Reserve is $986,040. Drawing down this reserve at $300,000 annually would deplete the reserve fund in 2023. By repurposing unused expense budgets from 2020 to postpone the planned transfer would allow the Expansion Operating Reserve Fund to be available to meet Library operating expenses at least into 2024. Request: Staff requests the Board of Trustees approve the roll-over budget adjustment request submitted above. 57 Fixed Assets Physical Inventory Work Plan Goal: By March 24, the Fayetteville Public Library (FPL) and Foundation (FAN} staff will identify, document, and enter all FPL and FAN fixed assets located on -site and off -site into a spreadsheet and key into the facilities' BIM Ops system and the Accounting Fixed Assets module listing the required attributes of each assets as outlined in the FA-1 policy. Phase 1 .49 Phase 1 Preparation for Inventory Phase 2 jW Phase 2 FA Physical Inventory Phase 3 Phase 3 Document Fixed Assets Phase 4 Phase 4 Reporting List of activities list of activities List of activities List of activities Review, Identify, and separate all construction and egiupment invoices Document location of new assets on invoices Create Consolidated listwith assets (new Remove assets held for sale from letter and e)isfingj of credit (LOC) Categorize &subcategorize asset classes by sorting invoices by distinct Document location on existing asset listing Enter assetswith location and fog numbers (when applicable) into BIM Ops Add new assetsto the LCC and add to Washington County Assessor Enter assets with location and tag numbers (when applicable) into Tog all movable assets {new and existing) accouinting fixed asset module Remove assets held for sale from LOC and remove from Washington County Assessor Decide what existing assets will be are no longer needed and will be sold ----------------------------------------------------------------------------------------------------- 58